Introduction

Creating invoices one by one can be time-consuming, especially when you have multiple transactions to record. Bukku makes this easier by allowing you to process invoices in bulk.

You can batch process both credit sales invoices and cash sales invoices using either:

Batch creation, by creating them directly in a batch table, or
Batch import, by importing them from a template file.

This guide will walk you through both methods step by step.

To get started, go to Sales > Invoices, then click the three dots (⋯) beside the + New button:

Select Batch Invoices to create or import credit sales invoices in bulk.
Select Batch Cash Invoices to create or import cash sales invoices in bulk.

If you’re new to invoice creation, we recommend reading the Creating a Invoice & Proforma Invoice article first. It explains each field in detail and how invoice creation works in Bukku. Once you are familiar with the process, you can use batch creation or batch import to speed up your workflow.

Method 1: Batch Creating Invoices

Batch Creating Credit Sales Invoices

Go to Sales > Invoices > Click the three dots (⋯) and select Batch Invoices.
Use the toggle button to select either Simple or Extended mode based on how much detail you want to enter.
1. Simple mode contain only the essential information required to create an invoice.
2. Extended mode provide additional optional fields for more detailed invoice records.
Click Add Invoice to add a new row in the batch table.
Enter the invoice details:
1. Simple Mode
  1. Customer* – Choose an existing contact or click +Add Contact to create a new one.
  2. No.* – Enter an invoice number or allow the system to auto-generate it based on your selected number format.
  3. Date* – Defaults to today; change if needed.
  4. Due Date - Automatically set based on the default payment term; change if needed.
  5. Currency* – Default is Malaysian Ringgit (MYR).
  6. Account* – Select an existing account or create a new one.
    Use the + button to add items to your invoice. This allows you to include multiple item lines in one invoice.
  7. Item Description* – Enter the item description.
  8. Amount* – Enter the invoice amount.
  9. Tax - Optional. Add tax if applicable.
  10. Classification Code - Used for LHDN e-Invoicing purposes. Select the appropriate classification for your product from the available list as defined by LHDN.
2. Extended Mode (Additional optional fields)
  1. Reference No. - Enter a reference number.
  2. Term - Select the payment term for the invoice.
  3. Tags - Tag the transaction with department / branch / sales person / project & etc.
  4. Title - This title appears on the document.
  5. Description - Enter a description for the transaction.
  6. Product - Select an existing products or services or create a new one.
    Use the + button to add items to your invoice. This allows you to include multiple item lines in one invoice.
  7. Quantity - Enter the quantity of the selected products or services.
  8. Location - Select the stock location, if applicable.
  9. Unit Price - Enter the unit price for the selected products or services.
  10. Discount - Enter a discount amount in RM or as a percentage (%), if applicable.
Repeat Add Invoice to insert more invoices into the table.
Click Save to create all credit sales invoices at once.

Batch Creating Cash Sales Invoices

Go to Sales > Invoices > Click the three dots (⋯) and select Batch Cash Invoices.
Use the toggle button to select either Simple or Extended mode based on how much detail you want to enter.
1. Simple mode contain only the essential information required to create an invoice.
2. Extended mode provide additional optional fields for more detailed invoice records.
Click Add Invoice to add a new row in the batch table.
Enter the invoice details:
1. Simple Mode
  1. Customer* – Choose an existing contact or click +Add Contact to create a new one.
  2. No.* – Enter an invoice number or allow the system to auto-generate it based on your selected number format.
  3. Date* – Defaults to today; change if needed.
  4. Currency* – Default is Malaysian Ringgit (MYR).
  5. Deposit To* - Select the account to receive the payment (usually Cash or Bank).
  6. Account* – Select an existing account or create a new one.
    Use the + button to add items to your invoice. This allows you to include multiple item lines in one invoice.
  7. Item Description* – Enter the item description.
  8. Amount* – Enter the invoice amount.
  9. Tax - Optional. Add tax if applicable.
  10. Classification Code - Used for LHDN e-Invoicing purposes. Select the appropriate classification for your product from the available list as defined by LHDN.
2. Extended Mode (Additional optional fields)
  1. Reference No. - Enter a reference number.
  2. Tags - Tag the transaction with department / branch / sales person / project & etc.
  3. Title - This title appears on the document.
  4. Description - Enter a description for the transaction.
  5. Product - Select an existing products or services or create a new one.
    Use the + button to add items to your invoice. This allows you to include multiple item lines in one invoice.
  6. Quantity - Enter the quantity of the selected products or services.
  7. Location - Select the stock location, if applicable.
  8. Unit Price - Enter the unit price for the selected products or services.
  9. Discount - Enter a discount amount in RM or as a percentage (%), if applicable.
Repeat Add Invoice to insert more invoices into the table.
Click Save to create all cash sales invoices at once.

Method 2: Batch Importing Invoices via Template File

Batch Importing Credit Sales Invoices

Go to Sales > Invoices > Click the three dots (⋯) and select Batch Invoices.
Click Import File.
Click 'Simple' or 'Extended' to download the template file, based on how much detail you want to enter.
1. Simple mode contain only the essential information required to create an invoice.
2. Extended mode provide additional optional fields for more detailed invoice records.
Open the downloaded template and read the instructions provided within the file. This will help you understand the required format and data for each column before entering your invoices.
1. Simple Mode:
2. Extended Mode:
Fill in the credit sales invoice details in the downloaded file. The template includes sample rows with 1 example to help you understand how to fill it in.
1. Simple Mode:
2. Extended Mode:
After filling in the file, click Click to Upload to upload it into the system.
Review the transactions in the batch table.
Click Save to create all credit sales invoices at once.

Batch Importing Cash Sales Invoices

Go to Sales > Invoices > Click the three dots (⋯) and select Batch Cash Invoices.
Click Import File.
Click 'Simple' or 'Extended' to download the template file, based on how much detail you want to enter.
1. Simple mode contain only the essential information required to create an invoice.
2. Extended mode provide additional optional fields for more detailed invoice records.
Open the downloaded template and read the instructions provided within the file. This will help you understand the required format and data for each column before entering your invoices.
1. Simple Mode:
2. Extended Mode:
Fill in the cash sales invoice details in the downloaded file. The template includes sample rows with 1 example to help you understand how to fill it in.
1. Simple Mode:
2. Extended Mode:
After filling in the file, click Click to Upload to upload it into the system.
Review the transactions in the batch table.
Click Save to create all cash sales invoices at once.

Frequently Asked Questions (FAQ)

Q1: How do I batch import one transaction with multiple line items?

To import a single invoice with multiple line items, you need to use multiple rows in the Excel template for the same transaction.
You can do this in either of the following ways:
- Option 1:
  Repeat the same invoice information in the columns before the line item column (for example: Customer, Invoice No., Date, etc.), and enter a different product or line item in each row.
- An example:
- Option 2:
  Enter the full invoice information in the first row, then add additional rows for the extra line items by leaving the columns before the line item column blank and only filling in the line item details.
- An example:

Tip: The line item column may differ depending on whether you are using the Simple or Extended template, but the same concept applies to all templates — use multiple rows to represent multiple line items for the same invoice.

Q2: Why are multiple invoices imported as one invoice with multiple line items?

This usually happens when multiple rows in the template have identical data in all columns before the line item column. When these columns are the same, the system treats them as one invoice with multiple line items instead of separate invoices.
How to fix this:
To import them as separate invoices, make sure that at least one of the columns before the line item column is different for each invoice.

For example, you can use a different value in fields like Transaction Description to differentiate each invoice.
Tip: Each invoice must have at least one unique value in the columns before the line item column. Otherwise, the system will group them as one invoice with multiple line items.