For suppliers classified as "Exception Suppliers", invoices may be submitted externally or through the Invoice Bureau. To ensure these invoices are correctly reconciled in the system - allowing Purchase items to flow through the workflow and be included in the Invoice Export Batch for processing - they must be imported into the software.
If you are using our Invoice Bureau this process is handled automatically.
If you are not using the Invoice Bureau, you can manually import the invoice data using our invoice import spreadsheet template. This ensures accurate reconciliation within the system.
To do this:
- Navigate to Direct-P2P > Invoice Import & Reconcile.
- Click Download Excel Spreadsheet Template to download the required template.
- Populate the spreadsheet with the relevant invoice data.
- Upload the completed spreadsheet by clicking Choose File and then Import in order to import the data into the system
Information about our Template Spreadsheet
Please see below for more information on our Template, and what each column means and what needs to be populated. The software will check the information and will flag any problems with the data being imported in order to correct.
Please do NOT add columns to the spreadsheet.
| Column Header Name | Explanation | Requirement | Check Performed |
|---|---|---|---|
InvoiceDocumentURL | Website URL for Invoice File - this is set-up for our Invoice Bureau, | Optional | If you’ve entered something, it must be as a text string and be a valid URL connected with our Invoice Bureau. Leave blank otherwise. |
POnum | Purchase Order number | Optional | If you’ve entered something, it must be as a text string. |
PanaceaSupplierId | Company ID of Organisation that is held on Panacea | Mandatory integer (whole number) | Must be filled in, and must be a whole number (no decimals or letters). This must match the Company ID of a Supplier Organisation held on Panacea - it will not accept it if that Organisation does not exist |
PanaceaSupplierName | Supplier Name | Optional | If you’ve entered something, it must be as a text string. |
InvoiceNumber | Invoice Number | Mandatory text | Must be filled in, and must a text string Should be a unique number for that Supplier |
InvoiceDate | Invoice Date | Mandatory text | Must be filled in, and must be a valid date (e.g. “01/05/2025”). |
DeliveryDate | Optional Date | If provided, must be a valid date (e.g. “01/05/2025”). | |
InvoiceReceived | Optional date | Must be filled in, and must be a valid date (e.g. “01/05/2025”). | |
LineId | Purchase Item Number (Pi#) | Optional text | If filled in, must be as a text string, e.g. Pi-118 |
LineDescription | Purchase Item (Pi#) Description | Optional text | If filled in, must be as a text string. |
LineAmountExclVAT | The Total Amount excluding VAT | Mandatory decimal | Must be filled in, and be as a number (decimals allowed, e.g. “123.45”). |
LineVATamount | The VAT amount for the line | Mandatory decimal | Must be filled in, and be as a number (decimals allowed, e.g. 200.00) |
PanaceaLineTaxCode | The Panacea generated (and unique) ID held against each tax code | Optional integer | If filled in, must beas a whole number. If provided needs to match Tax ID held on Panacea (and generated by Panacea). Please contact support@panacea-software.com to obtain this information. |
LineAmountInclVAT | The total of LineAmountExclVAT & LineVATamount | Optional decimal | If filled in, must be as a number (decimals allowed). If not filled in, this will automatically be calculated by the system once it has all the information |
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