Transferring your invoice items 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.
You need to upload the invoices into Pogozo before uploading the invoice items.
We recommend you pay close attention to our TIPS as some systems have some funny quirks that need to be taken into consideration.
First, start by downloading your Invoice Items 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 Invoice Items 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 items 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 ITEM 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.
NAME
This is a mandatory column that needs to be completed.
This is the name of the invoice item, usually a product or service.
PRICE
This is a mandatory column that needs to be completed.
QUANTITY
This is a mandatory column that needs to be completed.
TAX TYPE NAME
This is an optional column. If left blank, no tax type name will be added to the Invoice.
TOTAL
This is a mandatory column that needs to be completed.
This is the invoice amount including tax, less discounts.
DISCOUNT METHOD
This is an optional column. If left blank, no discount method will be referred to in the invoice.
Discount methods are either percent (%) or value ($).
To allocate percent or value to an invoice, click on the drop down menu arrow to the right of the cell and select either percent or value. Alternatively, you can type in percent or value, just make sure you get the spelling correct!
DISCOUNT VALUE
This is an optional column. If left blank, no discounts will be referred to in the invoice.
BILLABLE ITEM ID
This is a mandatory column that needs to be completed.
INVOICE NUMBER
This is a mandatory column that needs to be completed.
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 with maximum 500 rows 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 invoice item. 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.