You can load your Supplier and Contractor bills in to RAVE via a CSV file i.e. you are just getting started with RAVE's FMS and/or need to move this information from another financial system to RAVE's FMS.
How to Load Supplier Bills in via a CSV File
You can access RAVES FMS by either clicking on the Financial tab and then either Estimate, PO, Bills In or Invoices Out dollar value for the job you want to access. Or via Site/Build then the project’s job number, then the Budget sub-tab. Once in the budget sub-tab you can follow the below instructions to complete your Bills import.
- Click on the 'Bills In' sub-tab
- Click on the drop-down arrow to the right of the 'Add a Bill' button, and select the 'Load from a CSV File' option
This will open the Upload from CSV File pop-up
NOTE: If you are loading from a CSV file for the first time you will need to download the 'Load from CSV example File' and either copy and paste the information from your old system into our file, or manually type that information in.
- You must have the supplier company name (company_name) and Category entered as it is displayed in RAVE
- Then fill in the billed_date - this can be past or future dated
- The due_date - this can also be past or future dated
- Then select the category, description, unit_of_measurement, qty (quantity), price (excluding gst), tax_rate (tax type), markup (if this is a charge up job), and then your chart of account (cost_centre) code
- You can have multiple line items per bill by ensuring each line has the same bill number (bill_name) Company_Name, billed_date, and due_date
- You can also have multiple items across different categories in the same bill - Upload your CSV File by clicking on the 'Click to select file(s) for upload, or drag and drop them here' cloud icon - and click on the 'Continue' button to proceed
This will open an 'Upload from CSV - Preview' pop-up
NOTE: If the bill upload is not successful, we will show you alerts (in RED) indicating any issues. Hovering over an item's red caution sign tells you what the issue is - if there is more than one issue we list them all.
Once you have corrected any errors preventing an upload, you must re-upload the corrected version by clicking on the pop-up's 'Change File' button (to the bottom right of the pop-up), or repeating the above steps 1 through 3.
Examples of errors:
The Company, Cost Center, and Category names must match the spelling as are already set-up in RAVE- Company name does not exist - the supplier company name must match a company name already stored in RAVE (found under your branches contractors/contacts button)
- Cost center name invalid/does not exist - indicates a missing or incorrect chart of account code (found under your branches Cost Centre drop-down)
- Category name invalid/does not exist - a missing, or incorrect category name (found under your branches Category drop-down)
- Bill reference number has already been used i.e this bill already exists in RAVE from this supplier
- There is no pricing, or the pricing is invalid
A successful upload will display an 'Import Bills' button to the bottom right of the pop-up - clicking on this will complete the import process.
This process may take some time (generally up to a minute) depending on the number of lines you are importing in.
Once completed, RAVE will take you back to the project's 'Bills In' sub-tab, where your new bill(s) will be displayed.
