Using the Invoice Items Importer will not create or update any key elements (‘objects’) that you will need, such as Billing Entity, Charge Item or Customer. These objects will need to be created manually before you use the importer.
Create Billing Entities and Charge Items
You’ll need to create any Billing Entities or Charge Items directly in Astute.
You will need Charge Items to create an invoice item or an invoice. We recommend creating one or more Charge Item to use specifically for historic invoices (eg Temp Historic, Perm Historic, Other Historic).
This approach will help you to distinguish your imported invoices from the invoices that you create directly in Astute, making it easier to include or exclude these items in your reports.
Create Customers and Billing Groups
If you are creating Customers and Billing Groups, please consider if they need to be connected to your recruitment management system (RMS). If so, you will need to confirm if they can be created in your RMS and pushed through to Astute.
Identify Objects using the Astute ID or Remote iD
You can identify objects using either the Astute ID or Remote ID. Names are never used.
If you will be using the Remote ID, this will need to have been added. This field is usually used by your RMS, so the Remote ID that you enter in Astute for your objects will need to match what has been set in your RMS.
If the Remote ID in Astute differs from your RMS, you should use the Astute ID instead.
Remote ID fields are often not visible or editable in your portal. If you need to be able to manually edit these fields, please contact firstname.lastname@example.org.
You can find the Astute ID for an object either in an export or by looking at the URL in the address bar of your browser.
For example, your Billing Entity ID is the number that appears at the end of the URL when you are accessing Config > Company Management > select entity > Entity Details. In the below screenshot, the Billing Entity ID is ‘1’.
Create Invoice Item Type for Historic Invoices
We recommend creating a specific Invoice Item Type, so that you can identify the invoices you have created, using the Charge Items associated with the item types.
The Invoicing module allows you to customise the Report Settings > Invoice Item Source. This includes ‘.csv Importer’ as a filter option.
You will need to ensure that any required currencies have been configured in your portal before you import any invoice data.
An invoice in Astute can only have one currency, so if you have invoices to import which contain multiple currencies, you will need to deal with this prior to importing your data into Astute.