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When a client keeps its invoices in billing or accounting software, import the exported register instead of uploading each invoice. Each invoice in the register becomes a draft voucher in the review queue, checked for tax arithmetic, GSTIN and duplicates first. Nothing reaches the client’s selected books destination until it is approved. Open the client, choose Books, then Registers. Owners can import for every client; Managers and Preparers only for clients they are assigned to. Connector admins and Client portal seats do not see the tab. Import ledger list is shown only to Owners and to Managers on their assigned clients.

Import a register

1

Choose the direction and the file

Select Import register. Under These invoices are, choose Purchase or Sales for the whole file. Then drop one file on Drop the register here, or choose a file: an .xlsx, .xls or .csv register up to 10 MiB, with at most 20,000 rows and 200 columns, and at most 1,000 invoices. If the file is larger, export a shorter period.Nothing is saved yet: the file is read in your browser so the preview below is exactly what will be filed.
2

Map the columns

Pragma shows the file name, the row the header was found on and the number of rows below it. If the workbook has several sheets, pick the right one under Sheet.Under Rows are, choose One row per invoice or One row per item or rate (added up) if the register lists each item or tax rate on its own row.Under Columns, pick the column of the file that feeds each field (for example Invoice number, Invoice date, Party name, Party GSTIN, Taxable value, CGST, SGST / UTGST, IGST). Choose Not in this file for fields the register does not have. Each field shows a sample value from the first row so you can check the choice. Each column can feed only one field, and you must map either the taxable value or the invoice total, because a voucher needs an amount.If the register has credit or debit notes and names the invoice each one adjusts, map Original invoice number (notes) and Original invoice date (notes). They are read only on notes, never on an invoice. They are not sent to Tally; Zoho Books applies a credit note to that invoice and files a customer debit note against it. A number longer than 50 characters, or a date that cannot be read, shows as Original invoice unreadable.The map is saved for this client and direction. The next time you import a register with the same columns, it is applied for you; if the export’s columns moved, a saved map is applied by column name and Pragma asks you to check it.
3

Check the preview

Above the preview you see how many invoices were found, how many are ready, how many have problems, how many are already imported or cancelled, and how many rows were skipped as totals, blanks or repeated headers. Use Show to filter the table to Ready, Problems, Already imported or Cancelled; hover a status to see every reason.
  • Ready: will be imported. A short note beside it is a warning, not a refusal.
  • A red badge: the invoice has problems and will not be imported. Select Problem rows (CSV) to download them with the reasons, correct the register, and import it again later; invoices already imported are skipped then. To go ahead now, tick Import the N valid invoices only.
  • Already imported: an earlier register import already filed it. Invoices already in the review queue from uploaded or WhatsApp-ed bills are also skipped at import.
  • Cancelled: recorded for the GSTR-1 draft (Table 13) without creating a voucher.
  • Number already imported: the invoice number was filed before with a different date or amount. If it is the same invoice corrected, revise the one on file instead. If the client really issued two invoices with this number, select Import as new, enter a Reason of at least three characters and confirm with Import as new. The row then shows Ready as new; Undo reverses that.
4

Import

Select Import N invoices (with + N cancelled when there are cancelled ones). The import appears in the table with status Importing, then Imported or Failed. Filed shows how many vouchers were created and Left out lists those already imported, already in the queue, with problems, or cancelled.Open the client’s Invoices tab or the Review queue to review and approve the drafts; see Review and approve an invoice.
Use Download on a row to get the stored register back once its malware scan has cleared it. If the scan could not finish, a notice offers Scan again.

Import the client’s ledger list

The ledger list keeps the client’s ledgers in Pragma in step with Tally, so vouchers can name them. Select Import ledger list and drop the client’s List of Accounts (or Chart of Accounts) exported from Tally to Excel, or any sheet with a ledger name and an Under column: one .xlsx, .xls or .csv file up to 10 MiB and 2,000 ledgers. Ledgers are matched by name. Use Show to review New, Changed, Conflicts and Unchanged ledgers, and choose a Category for each new ledger. A conflict is a ledger whose name matches an existing ledger in another category: it keeps its category unless you choose another, and a ledger the Tally map points at cannot be moved here. If the list contains GST ledgers, the Tally map section suggests which tax heads should point at them; tick the ones to set. Select Apply N ledgers (or Apply N ledgers and N Tally map heads) to save; Start over discards the file. The result notice says how many ledgers were created, updated and left unchanged, which ones were left as they were and why, and any new ledger that shares a GSTIN with an existing one. Nothing is deleted, and nothing is created in Tally.

If something is refused

A failed import shows its reason in Status, for example The file’s columns changed, Sheet not found, Too many invoices for one import or File unreadable. Hover it for the detail, fix the file, and import it again.

Still stuck?

Open a case from Help & support in Pragma, or book a walkthrough and the team will show you around on a call. Can’t sign in? Contact support.