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    Tradesimple: Importing Invoice and Credit Approvals

    Overview

    This functionality will be available from 21st January 2026

    If a customer has a large number of Invoice/Credit discrepancies to approve, they can be entered into a CSV file and imported all at once, rather than having to open and approve each one individually. This article explains how these CSV files are formatted and how to upload them.

    Invoice/Credit Approval - Import File CSV Specification

    • The CSV filename should begin with a prefix of "DAP" and should contain the following values for each 'column'.

    Please note, there is no header row.

    Field Mandatory/Optional Column Notes
    Document type M A Either "I" for invoices or "C" for credit notes
    Customer's code for supplier M B  
    Document reference M C Will typically be the Invoice or Credit Not reference
    Document date M D  
    Approval comment O E Any comment will be recorded against the document. If left blank, the default comment "Approved via CSV import" will be added
    The approving user's username (as used to log in to Trade Simple) M F  

     

    Fig.1 - Sample approval file
    • When ready, the CSV file can either be uploaded using FTP
      or 
    • Directly from Trade Simple by going to Messages > Send and selecting Invoice and Credit Note Approvals CSV Import
    Fig.2 - Importing an approval file

    Validation

    When the file is processed, the following validation will occur:

    • Each document (Invoice or Credit) will be identified using a combination of the first 4 values: document type, customer's code for the supplier, document reference and document date
    • If found, each document will be checked to ensure that it is:
      • Not a duplicate of another in the file
      • In a state requiring approval and is not already approved
      • Not locked by another user who is editing the document at the same time
    • The user will be identified using the provided username
    • If found, the user will be checked to ensure they are authorised to approve documents

    If all validations pass, each Invoice/Credit will be marked as approved, and comments (either provided or default) will be added. When an Invoice is approved, an Invoice Approval document will be created and added to the document thread.

    Any documents that fail one or more validations will not be processed, and the appropriate error message will be included in an email notification. Those lines in the CSV file can then be corrected and reuploaded if required.

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