The Invoice Importer feature lets you import transactions from other systems into Paladin. This option is useful when you want to use Paladin to manage your inventory and sales history for items that you sell using another system.

For example, if you have a webstore or a hardware section in your grocery store, you can use one system to check out customers, and then use Paladin to analyze and keep track of your inventory and sales.

The Invoice Importer is available from the Maintain menu, in the Data Viewer, on the Invoices tab (see steps below).

You can import invoice data files in the following formats using the templates provided in the Import section on Invoices tab (see steps below):

  • Excel (XLS)
  • Excel (XLSX)
  • XML
  • Tab-delimited text file

Important things to know about invoice import process

  • Your data must be correctly formatted and must first pass a data validation test before you can import it. If errors are found, you must correct them, and try again.
  • Customer information is not imported.
  • An Import Coupon payment type is used for all imported transactions. The actual payment types, such as cash or credit card, are not imported.

Imported invoice information is included in the revenue reports

Imported invoice values are found in the revenue reports that are created in the Reports module (see steps below).

import coupon values in revenue report

To create an invoice transaction file that you can import into Paladin:

  1. In Paladin, from the main menu, select Maintain > Data Viewer.
  2. In the Data Viewer window, click the Invoices tab.
  3. On the Invoices tab, click the Import tab.


Import invoice tab in data viewer

4. In the Export File Template list, select the file type that you want to use to import your invoice data.
5. Click Export.

Invoice importer download schema

Depending on you the file format you selected, an XML or Excel icon appears on the bottom taskbar of your terminal. Double click the icon and save the file to your computer. It will be used to create your invoice import file. 

Invoice Importer Excel example template

Create an invoice transaction file using the template you downloaded

If you want to create a tab-delimited file, download the Excel template and save it as a tab-delimited text (.txt) file. Make sure the data titles match and that you format your transaction values to match the sample data in the template. If you are using an XML file, you may want to use an XML validator before importing the file into Paladin.

To import invoice transactions into Paladin:

  1. In Paladin, from the main menu, select Maintain > Data Viewer.
  2. In the Data Viewer window, click the Invoices tab.
  3. On the Invoices tab, click the Import tab.

Import invoice tab in data viewer

4. Click the ellipsis (…) next to the Read File box, and then select the file you want to import.

ellipsis button to search for invoice import file

5. Click Read File to start the data validation process.

Invoice import successful message

6. If data appears in the Errors pane, or an error window appears, look for and correct the issues. Then, click Read File to try again. You may have to do this multiple times. To open the error information in an Excel spreadsheet, click Save.

viewing issues with invoice import

Issues you might check for include:

    • Correct column names or XML tag names that match the template download file.
    • Correct data values. Make sure you use the data format shown in the template download file.
    • Well-formed XML. Use an XML file validator to make sure your XML is valid. XML issues, such as missing or unmatched start or end tags, can cause an XML file import to fail.

When the file validation succeeds, data appears in the Invoice, Invoice Items, and Invoice Payment panes. A message appears in the bottom of the window to let you know how many invoices were read. Click Save for each pane to view, verify, and optionally save the information before you process the upload.

Previewing imported data

When you have verified the invoice information, and are ready to import it, click Process.

Process import file

When the import completes, a message appears at the bottom of the window.

Complete invoice import message at bottom of window

To view a revenue report with imported invoice information:

  1. In Paladin, on the top ribbon, click the Reports tab.
  2. In the Report Area pane, click Sales Analysis, and then click Revenue.
  3. In the Report List pane, click the revenue report you want to create.
  4. In the Choose Report pane, click F12 Next.
  5. Customize the report settings for your needs, and then click F12 Run Report.
  6. When the report opens, the imported invoice values appear in the Revenue Sources section as an Import revenue source.
    import coupon values in revenue report

If you have questions or suggestions about this information, contact

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Printed on: 5/18/22