CSV Import Manual for Legacy Transactions
This guide explains the process of importing historical transactions using the CSV Import feature. It is designed for clients transitioning from a previous fiscal supplier and is intended for one-time use only to ensure compliance with fiscal regulations.
Introduction
The CSV Import option allows someone to upload transactions from a period in the past before their integration was connected, where they were unable to create fiscal invoices while transitioning from their old fiscal supplier.
This option is to be used ONLY ONCE to allow creation of these backdated invoices, and after that, the normal fiscalisation methods are to continue/resume. This is because, even though the invoices are submitted to the revenue authority, most of them are invalid due to being submitted with a date that violates the chronological ordering of invoices. If you use this CSV Import option, but you have prior invoices in the system, the virtual device is guaranteed to fail when closing the fiscal day, and it will be necessary to contact the revenue authority so that they can manually close the fiscal day.
Therefore, this option is a last resort option only provided to give means of catching up for clients who have undergone a period of not fiscalising when, in fact, they were supposed to.
Warning: If prior invoices exist in the system, it may cause a failure in closing the fiscal day, requiring intervention from the revenue authority.
Document Format
- The file must be in UTF-8 CSV format with comma-separated values.
- Each row in the document corresponds to a single line item on an invoice, including details about the buyer and invoice information.
- The CSV file must contain 23 specific columns that follow the guidelines outlined below.
Key Columns Overview
Here are some of the key columns and their required details:
Optional Columns
- TIN: Tax Identification Number (10 digits).
- VAT Number: VAT number (9 digits).
- Reference: Optional reference for the invoice (e.g., order number).
- Discount: Discount amount for the line item (optional).
- Credited Invoice: For credit notes, reference the invoice being credited.
- Reason: Reason for issuing a credit note (optional for invoices).
Important Guidelines
- Credit Notes: For credit notes, you must include the Credited Invoice column to link it to the original invoice. Without it, the system will assume the line entry is for an invoice.
- Fiscal Day: Make sure the import occurs on a fresh fiscal day without any previously submitted transactions. Request that the fiscal day be manually closed after the import.
- An example CSV file is provided on the CSV upload page, along with an instruction manual, which is similar to this document.
Uploading the Document
Steps 1.
Navigate to the Fiscal Harmony app on https://app.fiscalharmony.co.zw/ and log in with your credentials.
Step 2.
Navigate to Settings > CSV Upload. This will take you to the CSV Upload page. Make sure to switch to your device on which you want the CSV to be uploaded. You can switch device with the dropdown on the top right corner if you have multiple devices.
If this option is unavailable for your device, contact your fiscal provider for access.
Step 3.
Follow the instructions and steps shown on the page.
You would be instructed to download:
- The CSV Template, which lets you place all the data in the correct rows and columns
- The Instruction Manual to help fill in the invoice data, which is structured similar to this document.
If you already have these files, you can proceed to the next step.
Step 4.
Once you have your CSV file ready, click the button that says "Pick CSV File", which will let you upload data.
NOTE: Your CSV file must be under 2MB for it to be processed.
Once uploaded, the system will check for formatting errors and display any issues for correction. A maximum of 50 errors can be shown at a time. If you have any errors, you will be asked to fix them based on the details shown.
Step 5.
After successfully uploading, the user can proceed with fiscalising invoices. If errors occur during fiscalisation, a CSV file containing the failed transactions will be available for download.
For successfully processed invoices, a zipped folder (.zip file) containing all the fiscal documents can be downloaded.
Error Handling
A checkbox titled Stop If Error Occurs allows users to halt the process at the first fiscalisation error or continue processing successful invoices while generating a separate error log.
This knowledge base serves as a comprehensive guide to ensure accurate and efficient CSV imports for legacy transactions.
Following these steps carefully will minimise errors and ensure compliance with fiscal authorities.
Following these steps carefully will minimise errors and ensure compliance with fiscal authorities.
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