CSV IMPORT MANUAL FOR LEGACY TRANSACTIONS

Table of Contents

1. Introduction
2. The Document Format
   • Columns and Details
3. Important Notes to Remember
4. Uploading the Document 

Introduction 

The CSV Import option allows a new client to upload transactions from a period in the past before their integration was connected where they were unable to create fiscal invoices whilst transitioning from their old fiscal supplier. 

This option is to be used ONLY ONCE to allow creation of these backdated invoices, and after that the normal fiscalisation methods are to continue/resume. This is because, even though the invoices are submitted to the revenue authority, most of them are invalid due to being submitted with a date that violates the chronological ordering of invoices. If a customer uses this CSV Import option but they have prior invoices in the system, the virtual device is guaranteed to fail when closing the fiscal day and it will be necessary to contact the revenue authority so that they manually close the fiscal day.

Therefore, this option is a last resort option only provided to give means of catching up for new clients who have undergone a period of not fiscalising when, in fact, they were supposed to.

The Document Format

The document must be UTF-8 Comma Separated Values (CSV) document. Each row in the document represents a single line item in an invoice plus information on the buyer and invoice/document number. The document should have the 23 columns as defined below:

Columns  

Important Notes to Remember

• Credited Invoice MUST be provided for a credit note. Without it, the system will assume the line entry is for an invoice.   

• An example CSV file is provided along with this user manual document .

• Make sure the import is run in a fresh fiscal day, without any previous transactions which have been submitted normally on the same day. Also request the service provider to close the fiscal day after importing the transactions has completed.

Uploading the Document

Once logged in to the Fiscal Harmony Application at (https://app.fiscalharmony.co.zw), proceed to the “CSV Upload” menu option.   If you do not see the menu option, contact your service provider to enable it for you

 When the page opens, there will be an option to “Pick a CSV file” that is already saved on your computer. Clicking that button will open the file system browser for your computer. Navigate to where the file is located and select ”Open”. The file will begin uploading

Please note: Maximum file upload size is 2MB. You can break a larger file into multiple smaller files to be able to upload successfully.

After the file has uploaded, it will be immediately checked for structural data errors and any errors in the file format will be immediately displayed, with details on how to rectify them.  

Once the file uploads and there are formatting errors in it, the exact errors are shown in a list. A maximum of 50 formatting errors shall be shown at a time, anything more than that will not appear in the list.

If the file uploads successfully, the screen below will appear – prompting the user to proceed with fiscalising the invoices in the document.  

The checkbox with the title Stop If Error Occurs makes sure that once the fiscalisation process begins and a fiscalisation error occurs – the whole process is stopped at that current transaction. If unticked, fiscalsiation shall proceed for all the invoices without errors and a separate document is created containing all the error transactions and the reasons why they failed.

Once you click “Fiscalise”, the invoices begin processing in the background and the table in the bottom half of the page is updated to show the results of that processing.

The Download Error File option only appears if there are fiscalisation erors in processing. Clicking this button will download a CSV document containing the errored transactions only.

 The Download Fiscal Documents will download a zipped folder containing all the fiscal documents for all the invoices which were successfully processed and sent to the revenue authority.