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Import Supplier Invoice

Introduced in Version 13
Overview: As of January 1, 2019, electronic invoicing became mandatory for domestic B2B and B2C transactions in Italy. ERPNext allows you to import supplier e-invoices directly from XML files provided by suppliers, automatically creating Suppliers and Purchase Invoices from the uploaded data.

The Import Supplier Invoice feature simplifies the process of importing multiple Italian electronic invoices into ERPNext. Instead of manually creating suppliers and purchase invoices, you can upload a ZIP archive containing XML invoices and let ERPNext generate the required records automatically.

Prerequisites

Before You Begin

Ensure the following prerequisites are completed before importing invoices:

  • Configure the Default Stock UOM in Stock Settings.
  • Enable Check Supplier Invoice Uniqueness in Accounts Settings.
  • Create a ZIP archive containing all supplier invoice XML files.

How to Import Supplier Invoices

  1. Open Import Supplier Invoice from the global search bar.
  2. Fill in the required configuration details:
    • Invoice Series – Naming series for the Purchase Invoices.
    • Company – Company under which invoices will be created.
    • Supplier Group – Default group for newly created suppliers.
    • Tax Account – Account used for imported taxes.
    • Item Code – Default item used while creating Purchase Invoice line items.
    • Default Buying Price List – Buying Price List used during invoice creation.
  3. Click Save.
  4. Attach the ZIP file containing the supplier XML invoices.
  5. Click Import Invoices.
  6. ERPNext automatically:
    • Reads every XML invoice.
    • Creates Suppliers if they do not already exist.
    • Creates Purchase Invoices using the imported invoice details.
Result: Once the import finishes successfully, all valid XML invoices are converted into Purchase Invoices, and any missing Suppliers are automatically created.

Import Status

After the import process completes, ERPNext displays the overall import status.

  • File Import Completed indicates that all invoices were processed successfully.
  • If any invoice fails to import, the detailed error information can be reviewed in the Error Log.
Tip: If you’re importing a large number of invoices, verify the Error Log after completion to identify any skipped or invalid XML files.

What ERPNext Creates Automatically

During a successful import, ERPNext can automatically create:
  • Suppliers (if they don’t already exist)
  • Purchase Invoices
  • Supplier Addresses (when available in the XML)
  • Tax entries based on the configured Tax Account
Important: Duplicate supplier invoices are prevented only when Check Supplier Invoice Uniqueness is enabled in Accounts Settings. It is recommended to enable this setting before importing invoices.
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