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Importing transactions - best practices

Bill.com allows the option to import transactions.

Best Practices

  • Transactions are:
    • Bills
    • Invoices
    • Vendor Credits
    • Credit Memos
  • Import non-transaction records (Vendors, Customers, Chart of Accounts, etc.) before importing transactions. For more information about importing non-transaction records, click the link below.
  • The import is able to create and update records by checking the following fields (called Key Fields):
    • Bills: Vendor Name*, Vendor Id, Invoice #*
    • Invoices: Invoice #*
    • Vendor Credits: Vendor Name*, Vendor ID, Ref #*, Credit Date*
    • Credit Memos: Customer Name*, Credit Memo #*, Credit Date*
    • Vendors: Vendor Name*, Vendor Id
    • Customers: Customer Name*, Customer ID
    • Chart of Accounts: Name*, Account Number
    • Departments: Name*, Short Name
    • Items: Name*, Item ID
    • Classes: Name*, Class ID
    • Locations: Location Name*, Location ID
    • Jobs: Job Name*, Job ID
  • The import works by checking Key Fields in Bill.com for a record to update. If no matching record is found, a new record is created. If more than one field is listed for a record, both fields must match the record in Bill.com before the Import will try to update that record.
  • To properly identify a given record, each Key Field being used needs to be provided.  If a Key Field is not being used – for example, an Account with no Account Number, or a Vendor with no Vendor Id – then that unused field must be left blank or the import will not properly identify it.

Fields with an asterisk (*) are REQUIRED.

  • When importing transactions, each row in the Import file is an individual line item. To include multiple line items on the same transaction, list each line item of that transaction consecutively in the import file. In addition, the value of the following fields must match in each row:
    • Bills:
      • Active?
      • Vendor Name*
      • Vendor Id
      • Invoice #*
      • Invoice Date*
      • Due Date*
      • GL Posting Date
      • Description 
    • Invoices:
      • Active?
      • Customer Name*
      • Customer ID
      • Job Name
      • Invoice #*
      • Invoice Date*
      • Due Date*
      • GL Posting Date
      • Customer Message
      • P.O. Number
      • To Print/Mail
      • To Email
      • Item Sales Tax Name
      • Terms
      • Sales Rep
      • FOB
      • Ship Date
      • Ship Method
    • Vendor Credits:
      • Vendor Name*
      • Vendor ID
      • Ref #*
      • Credit Date*
      • GL Posting Date
      • Description
      • P.O. Number
      • GL Account Name
      • GL Account Number
    • Credit Memos
      • Customer Name*
      • Credit Memo #*
      • Credit Memo Date*
      • GL Posting Date
      • Customer Message 
      • P.O. Number
      • To Email
      • Item Sales Tax Name
      • Sales Tax Total
      • Terms
      • Sales Rep
      • FOB
      • Ship Date
      • Ship Method

Things to know

  • If any error occurs during an import, it will appear as failed.  Click the View link in the Action column to get more information, and download a .CSV Error Report.  That Error Report lists any records that failed and why.  Any record not listed in that report successfully imported.

  • When updating Transactions, all fields are required.  If fields are left blank, it can result in that field being cleared during the import.   For example, if a bill update is imported but the GL accounts for each line are not included, the import will clear the existing GL Accounts.

  • If a field in the Import file matches more than one record in Bill.com when creating or updating during an import, it will result in an error.

 Resources

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