Frisbii’s integration into a Salesforce environment enables efficient invoice and payment management. This article discusses best practices for importing invoices and payments into Sofacto, as well as methods for exporting data, including backing up outside of Salesforce.
Importing data into Frisbii
Importing invoices from an old software
When migrating to Frisbii, it is essential to correctly import invoices issued from a previous invoicing software. This operation can be carried out in bulk or on a one-off basis.
1- Procedure before import
Before importing invoices, certain configurations need to be adjusted in Administration panel.
Uncheck the Lock all issued invoices/credit notes box.
Uncheck the Activate the automatic naming of all issued invoices/credit notes box.
Uncheck the Prevent invoices/credit notes from being named manually box.
2- Manual import procedure
To import invoices manually:
Create or import invoices into Frisbii.
For each new invoice, click on Modify, change the Status field to Issued and fill in the Reference field with the number that corresponds to your numbering.
3- Procedure after import
Once the invoices have been imported:
Go to the Corporate Name tab > select the Numbering period related list, click on Modify on the current Numbering period record.
Enter the correct values in the fields Invoice number (enter the number of the next invoice), Last invoice date, Credit note number (enter the number of the next credit note) and Last credit note date.
In the Administration panel, secure your issued invoices and reactivate automatic naming of issued invoices by checking the Lock issued invoices/credit notes and activate the automatic naming of all issued invoices/credit notes boxes.
Then disable Manual naming of invoices by checking the Prevent invoices/credit notes from being named manually box .
Import of payments already lettered
To import payments already lettered in Frisbii, it is important to prepare an import file containing the mandatory information:
Amount
Date
Payment method
Invoice reference
It is recommended to use the fields' API names to facilitate the import.
If a payment covers several invoices, additional steps are required, using the cash flow object in Frisbii.
Exporting data from Frisbii
The data export is a crucial step in saving and securing information. Frisbii offers several options for exporting invoices and other data.
This article gives you an overview of the export options. For more details on data export, we recommend this article Backing up Frisbii information outside Salesforce.
Manual export of PDF invoices
Since the Spring '20 version, Frisbii has enabled manual export of PDF invoices via a list view:
In a list view (other than Recently Viewed), select the invoices whose PDFs you wish to export (up to 200 records per batch)*.
Click on the Export PDF button.
A page appears with information on the selected invoices, including whether a PDF has already been generated or not.
The missing PDF is symbolized by a white cross in a red disc.
If some PDFs have not been generated, click on the Generate missing PDFs button.
At this stage, all your invoices should have a PDF (symbolized by a white tick in a green disc). Click on the Generate zip file for export button.
A success message appears at the top of the page with a green background.
Click on the link to the ZIP file at the end of this message.
A file save page appears. You can either Share this file or, for our purposes here, click on Download in the top right-hand corner to download the file to your computer.
Note
* The list view selection is limited to 200 records per Salesforce, so no more than 200 invoice PDFs can be exported at a time.
If you wish to export more than 200 PDF invoices, you can do so in several batches, taking care not to re-export the same invoices. In this case, the best practice is to create a list view on which you apply filters, in order to export invoices by period, one after the other.
Automatic data export
Salesforce also offers an automatic export function, which allows you to schedule data backups at regular intervals:
Weekly: files generated every 7 days.
Monthly: files generated every 29 days.
The export generates a ZIP archive containing specific folders with the files stored in Salesforce, together with CSV files listing information on the exported items.
A download link is then sent by e-mail.
Important
ZIP files are available for only 48 hours after they have been sent (excluding weekends).
This article gives you an overview of the export options. For more details on data export, we recommend this article Backing up Frisbii information outside Salesforce.