Excel to Entera: instructions for use

Excel to Entera - new way of importing documents to Entera. It makes easy to upload lots of documents almost in one click. Useful for those working with table format or upload table format from another program.

Before upoading check

Mandatory file requirements:
1. Formats: .xls, .xlsx, .csv
2. .xls and .xlsx are formats for Excel
3. Maximum 1 000 rows per file
4. 1-sheet file
You can upload any table, we don’t have any compulsory template to follow
You can upload only 1-list Excel file
To catch table headers and data for example column Entera scans 5 first rows. So in first 5 rows file should contain at least header.
Don’t forget that you can work in matching only with 100 rows at once. So it’s impossible to upload a table on 1 000 row and then match them all at once. In this case you neeed to import documents without further matching, and then export docs to matching from portal, as usual.
Table example (not obligatory): https://docs.google.com/spreadsheets/d/1Md6IcD72KcqsxIK4Y0tQnmUeWXzji5LJ/edit?usp=drive_link&ouid=104545087358632908376&rtpof=true&sd=true
Fields we recognize - see in 'Full list of fields we recognize' chapter
Entera remembers all headers that’ve been recognized. So when you recognize the table with the same headers next time - headers wll be automatically matched.

Importing process

Upload Excel file to Entera interface

You don’t need to have a particular form to upload a table, but can use this one for showing the example: https://docs.google.com/spreadsheets/d/1LEIHuYxS0M53YoYDJrbIU2O9gXZPKDPn/edit?usp=drive_link&ouid=104545087358632908376&rtpof=true&sd=true
Send file for matching
Entera scans and matches column headers

Entera understands column headers by scanning first 5 rows. So it’s crutial for the file to have headers at one of these rows for correct matching.

Full list of fields we recognize

Signed with * - obligatory:

Column name in Entera	Definition	Comment

Column name in Entera	Definition	Comment
Document number*	Document number
Document type	Type of uploded document	We recognise invoices and tax invoice. If there is something different from these types, by default will be tax invoice (VAT invoice)
Document date*	Document date in ISO format
Supplier name	Supplier company name
Customer name	Customer company name
Supplier ID	Supplier Tax ID/GSTIN
Customer ID	Customer Tax ID/GSTIN
Supplier address	Company address in plane text format	Depicted in Company address field name in matching
Customer address	Company address in plane text format	Depicted in Company address field name in matching
Item name	Item name
Item code	HSN, SAC
Quantity	Amount of items
Price	Price per item
Item amount without tax	Item amount without tax
Item amount	Price * quantity sum, inluding taxes
IGST	Tax rate, %	If there are more than 2 tax rates in these fields for a document or an item at once, it won’t be recognized
SGST	Tax rate, %
CGST	Tax rate, %
Vat rate	Tax rate, % for UAE
Tax	This field contains amount of tax for each tax, it should be chosen for each tax value column, so it will be the same for SGST, CGST, IGST
Batch number
Expiry date
Location
Item category
Round off	Round off amount
TCS	TCS amount
TDS	TDS amount
Unit	Units of measure
Document sum without tax	Document sum without tax, Round off, TCS nd TDS
Document sum	Document sum with tax, Round off, TCS nd TDS
Comment	Document comment

Result for matched headers:

Choose depending on if going to match these documents right now:
1. Click 'Open matching menu after import' if you want to match imported docs right now
2. Leave it empty if you don’t wont to match them right now
3. Checkbox is inactive also for files with more than 100 rows.

By default this checkbox is non-active

Click Create documents

It usually takes less than 5 minutes to import and create documents. If you’ve chosen to go to matching then, plese don’t close this tab.

Docs created

Do you have any questions?
Please contact Entera Customer Center

help@entera.global
+91 (807) 127-9897
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