Transferring your invoices into Pogozo is quick and easy with our data transfer tables. It is important to remember that each system is slightly different so there may be some variations in what you can export from your current system and what you can import into Pogozo.
Invoice vs Invoice items
Invoices are records of total invoiced amounts and payment status. For example you can upload an invoice for a client for a total of $150 and mark that invoice as paid.
Invoice items identify the individual services and/or products that make up the invoiced amount. For example an invoice for $150 might be a single physiotherapy consultation. Or $150 could be $130 for a massage appointment plus $20 for a massage ball.
We recommend you pay close attention to our TIPS as some systems have some funny quirks that need to be taken into consideration. By taking the time to get this right, it will set you up for success when uploading other data such as invoice items
First, start by downloading your invoices data from your current practice management system.
TIP Some programs such as excel will condense larger numbers to numbers with scientific notation. For example, many team member ID numbers are over 15 digits long and excel will change the number from 12345678910111213 to 1.23 e+16. You will require the whole number to be imported into Pogozo, so just make sure when saving or editing the export that the right numbers have been saved.
Next download the Invoices data transfer template from Pogozo.
On the main menu go to Settings. Click on the the sub-menu Data and then click Upload data.
Select the data you want to import and then download the template csv.
Your invoice data transfer template should look something like this.
TIP The columns with headings highlighted in yellow are mandatory, in that they must be filled in. All other columns are optional. You can choose to fill in as much or as little of each of the optional columns as you want.
The easiest way to move your data into the Pogozo transfer tables is to copy and paste one column at a time. Make sure you are copying the right information into the right column.
Ready? Let’s get started!
INVOICE ID
This is a mandatory column that needs to be completed. It is usually a number between 5 and 20 characters and should be unique for each invoice.
This is not the invoice number, it should be a different unique identifier.
INVOICE NUMBER
This is a mandatory column that needs to be completed.
DATE OF INVOICE
This is a mandatory column that needs to be completed.
The date should be in the format of YYYY-MM-DD.
Example: 2021-12-05
TEAM MEMBER ID
This is an optional column. If left blank, no team member will be identified in the invoice.
SUB TOTAL
This is a mandatory column that needs to be completed. This amount should be the pre-tax amount.
TAX
This is an optional column. If left blank, no tax will be referred to in the invoice.
If required, the tax amount should be in entered in dollars.
DISCOUNTS
This is an optional column. If left blank, no discounts will be referred to in the invoice.
If required, the discount amount should be entered in dollars.
TOTAL
This is a mandatory column that needs to be completed.
This is the total dollar amount of the invoice and should be the sum of the sub total, plus tax, less any discounts.
ADDITIONAL INFORMATION
This is an optional column. If left blank, no additional information will be referred to in the invoice.
STATUS
This is a mandatory column that needs to be completed and refers to whether or not the invoice has been paid in full or not.
Pogozo offers two options – paid and open.
To allocate a status to the invoice click on the drop-down menu arrow and select the correct status. Alternatively, you can type in the role, just make sure you get the spelling correct!
DATE CLOSED
This is a mandatory column that needs to be completed if the status of the invoice is paid.
This is the date the invoice was paid.
APPOINTMENT INSTANCES
This is an optional column. It will link the invoice to a particular appointment in Pogozo.
To be able to link an invoice to an appointment, the appointment must be in Pogozo prior to uploading the invoice.
CLIENT ID
This a mandatory column that needs to be completed.
ACCESSIBLE LOCATION
This is a mandatory column that needs to be completed. It refers to the business’ location that offers that appointment.
TIP The name(s) of the location(s) in the Pogozo data template must match exactly, the names of the business locations in Pogozo. You can see the exact location name in Pogozo by going to Settings > Business > Business details > Location details.
TIP Some businesses may be trying to upload invoices issued by the business when it used a different business name to what they call themselves today or they relate to a location which is no longer operational and has not been added into Pogozo. We suggest that you change the business name in the data sheet to one of the location names that you use in Pogozo.
Uploading into Pogozo
When uploading your data into Pogozo, there is a limit of 500 rows of data at a time. The top row should be the column headings, and rows 2-500 can be filled with your transfer data. If you have a spreadsheet with more than 500 rows you will need to split your spreadsheet into multiple smaller sheets.
You can do this by copying and pasting data into additional sheets. You may also be able to run your sheet through a splitter program to streamline this process.
Once you have entered all of your information into the Pogozo transfer tables you will need to save your file in CSV format.
To upload into Pogozo go to Settings, then click on Data and select Upload data.
From the dropdown menu, select the type of data you want to import, in this case invoices. Click and search or drag your CSV file (limited to 500 rows) into Pogozo, once the file has been uploaded click Import Data.
If your data has uploaded successfully you will see a success message as shown below. Well done!
Troubleshooting your imports
Troubleshooting when things don't go to plan is made easier with our error log. If you get an error with your data import, click on the Error Log. Here you will be able to see which row Pogozo is having trouble importing, and what exactly the problem is.
For example the picture below shows that there was an error importing the data. We can click on the error log to see the specifics.
Missing data is the most common problem encounter when uploading data. Some other issues could include incorrect formatting or duplicated data.
COMMON ERRORS
Missing information
There are a number of mandatory columns in each spreadsheet. Make sure that you have filled out all the information for the mandatory columns.
If there are errors that need correcting or if you make a mistake you can correct the error in your spreadsheet, save it as a CSV again and then upload the updated spreadsheet again (and again and again!) - any new information will overwrite any previous information added.
Next up, invoice items!