Orbit Asset

It is possible to import invoices into the system via an Excel file. This feature is reserved for the admin users (Admin > Import Excel). If needed, the format of the Excel file can be modified by the Questel team and can be adapted to an export format from a third party system (invoice management tool for example or invoice format of your law firm). For this type of configuration, please contact your Questel sales representative.

Import workflow : In the admin tabs, click on "Import Excel" :

Step 1: Choose import type

• Select "Invoices patents": if you want to import patents or designs invoices
• Select "Invoices trademarks": if you want to import trademarks invoices

Step 2: Upload configuration file

• This file will be uploaded by Questel services. If you use the standard Excel file (i.e. the Excel file attached to this article), no configuration is required.

Step 3: Upload excel file

• Select the template, completed with the wanted values (the first line of the template excel file must not be modified)

Step 4: Update or Insert/update

• Select "Insert/update" if you want to add new invoices (and update invoices with the same "Invoice Reference")
• Select "Update" if you don't want to add invoices in the system, but just update existing invoices in the system (based on the "Invoice Reference").

Description of the import template (attached to this article) :

• Column A: Invoice reference

It is necessary to indicate the reference of the invoice. If several lines have the same invoice reference, they will be imported as several lines within the same invoice.

• Column B: Invoice date

This is the date of the invoice. It is important to note that this column must be in the date format. To check that the format is correct, do not hesitate to apply the "long date format" on your Excel file (the dates will be displayed in text format which will allow you to make sure that there is no error).

• Column C: Currency

In this column it is necessary to indicate the currency indicated on the invoice. This currency must be indicated by its ISO code (ISO 4217).

https://en.wikipedia.org/wiki/ISO_4217

• Column D: Supplier

This column allows you to enter the name of the supplier. If the name of the supplier is already in the supplier database, the invoices will be associated with it. If the name is different (ie: the name must be written exactly the same), it will be added to the database.

• Column E: Invoices description

• Column F : Asset reference

This is the reference to which the invoice will be attached. It is imperative that the reference is exactly the same as the reference entered in Orbit Asset.

• Column G : Type

To associate the imported invoices with a cost nature, it is necessary to indicate in the "Type" column the correct indication (any other indication will import the associated invoice in the "Other" cost type):

Note: For renewals, it is not necessary to indicate which renewal is due (Renewal 3, Renewal 4 etc...). The system will deduct it according to the date of the invoice.

• Column H : Amount excl. office taxes

This is the amount indicated on the invoice associated with the nature of the cost.

• Column I : Comments

This is a text field to describe the invoice. This text field will be imported into the "Description" field.

Summary: