#Import Modes

Choose the right import strategy based on your Excel file structure for optimal data processing.

#Understanding Import Modes

Import modes define how InvoisX processes your Excel file structure. Choosing the correct mode ensures accurate data extraction and proper invoice generation.

#Available Import Modes

#Standard (Header + Lines)

Best for: Excel files with separate header and line item sheets

#When to Use

• Your Excel has multiple sheets
• One sheet contains invoice header information
• Another sheet contains line item details
• Headers and lines are linked by Invoice ID

#Excel Structure Example

Sheet 1: "Invoice_Headers"
Invoice_ID | Customer_Name | Issue_Date | Total_Amount
INV001     | ABC Corp      | 2024-01-15 | 1060.00
INV002     | XYZ Ltd       | 2024-01-16 | 2120.00

Sheet 2: "Invoice_Lines"
Invoice_ID | Product      | Quantity | Unit_Price | Amount
INV001     | Product A    | 5        | 100.00     | 500.00
INV001     | Product B    | 10       | 50.00      | 500.00
INV002     | Product C    | 20       | 100.00     | 2000.00

#Configuration Requirements

• Header Sheet: Map to invoice-level fields (customer, dates, totals)
• Lines Sheet: Map to line-item fields (products, quantities, amounts)
• Linking Field: Both sheets must have Invoice ID for proper linking
• Calculations: System calculates missing totals if data is provided

#Mixed (Single Sheet)

Best for: All invoice data in one Excel sheet

#When to Use

• Your Excel has all data in a single sheet
• Each row contains both header and line information
• Header data is repeated for each line item
• Common in accounting system exports

#Excel Structure Example

Invoice_ID | Customer_Name | Issue_Date | Product   | Quantity | Unit_Price | Line_Amount
INV001     | ABC Corp      | 2024-01-15 | Product A | 5        | 100.00     | 500.00
INV001     | ABC Corp      | 2024-01-15 | Product B | 10       | 50.00      | 500.00
INV002     | XYZ Ltd       | 2024-01-16 | Product C | 20       | 100.00     | 2000.00

#Processing Logic

• Groups rows by Invoice ID
• Extracts header data from first occurrence
• Processes each row as a line item
• Validates data consistency across grouped rows

#Lines Only

Best for: Excel files containing only line item data

#When to Use

• Your Excel contains product/service details only
• Header information will be generated automatically
• Common for inventory-based invoicing
• Suitable for bulk product imports

#Excel Structure Example

Product_Code | Description | Quantity | Unit_Price | Customer_Code
PROD001      | Product A   | 5        | 100.00     | CUST001
PROD002      | Product B   | 10       | 50.00      | CUST001
PROD003      | Product C   | 20       | 100.00     | CUST002

#Requirements

• Use Fixed Defaults for header information
• Use Conditional Defaults for customer-specific data
• System generates Invoice IDs automatically
• Line items are grouped by customer or other criteria

#Choosing the Right Mode

#Decision Matrix

#Evaluation Questions

Ask yourself these questions to choose the right mode:

1. How many sheets does my Excel file have?

   • One sheet → Mixed or Lines Only
   • Multiple sheets → Standard

2. Is header information repeated for each line?

   • Yes → Mixed
   • No → Standard

3. Do I have complete header information?

   • Yes → Standard or Mixed
   • No/Minimal → Lines Only

4. How complex is my header data?

   • Complex (customer details, terms) → Standard or Mixed
   • Simple (just totals) → Any mode
   • Minimal/Missing → Lines Only

#Mode-Specific Features

#Standard Mode Features

• Sheet Type Configuration: Assign header/lines designation to each sheet
• Advanced Linking: Sophisticated Invoice ID matching
• Calculation Control: Only calculates missing fields, preserves user data
• Data Integrity: Validates consistency between header and line totals

#Mixed Mode Features

• Row Grouping: Intelligent grouping by Invoice ID
• Header Extraction: Takes header data from first occurrence per group
• Duplicate Handling: Manages repeated header information efficiently
• Flexible Mapping: Single mapping configuration for all data

#Lines Only Features

• Auto-Generation: Creates invoice headers automatically
• Default Integration: Heavy reliance on fixed and conditional defaults
• Grouping Logic: Groups lines by customer or other criteria
• Minimal Configuration: Focuses on line item mapping only

#Advanced Configuration

#Custom Strategy Selection

InvoisX automatically selects the appropriate processing strategy based on:

• Your chosen import mode
• Template configuration
• Excel file structure
• Mapping completeness

#Strategy Types

• StandardTemplateStrategy: For system-provided templates
• CustomStandardTemplateStrategy: For user-created standard mode templates
• MixedModeStrategy: For single-sheet custom templates

#Validation Modes

Each import mode supports different validation levels:

#Strict Validation

• Enforces all LHDN requirements
• Validates business rules strictly
• Recommended for production use
• May reject incomplete data

#Relaxed Validation

• More lenient rule enforcement
• Allows minor data inconsistencies
• Useful for testing and development
• Provides warnings instead of errors

#Best Practices by Mode

#Standard Mode Best Practices

1. Consistent Sheet Naming: Use descriptive, consistent sheet names
2. Complete Linking: Ensure all line items have matching header records
3. Data Validation: Verify totals match between sheets before import
4. Field Completeness: Map all essential fields in both sheets

#Mixed Mode Best Practices

1. Consistent Headers: Ensure header data is identical across rows for same invoice
2. Clean Grouping: Remove empty rows that might break grouping logic
3. Complete Line Data: Each row should have complete line item information
4. Proper Sorting: Sort by Invoice ID for better processing performance

#Lines Only Best Practices

1. Comprehensive Defaults: Set up extensive fixed and conditional defaults
2. Customer Identification: Include customer codes or identifiers for grouping
3. Complete Line Data: Ensure all line-level required fields are present
4. Logical Grouping: Use consistent grouping criteria (customer, date, etc.)

#Troubleshooting by Mode

#Standard Mode Issues

• Linking Failures: Check Invoice ID consistency between sheets
• Missing Totals: Verify calculation settings and data completeness
• Sheet Detection: Ensure proper sheet type assignment

#Mixed Mode Issues

• Grouping Problems: Check Invoice ID consistency within groups
• Header Conflicts: Resolve conflicting header data within same invoice
• Performance: Large files may process slowly due to grouping complexity

#Lines Only Issues

• Missing Headers: Verify default value configuration
• Grouping Logic: Check customer identification and grouping criteria
• Incomplete Invoices: Ensure line items provide sufficient information

#Migration Between Modes

#When to Change Modes

• Excel file structure changes
• Business process evolution
• Data quality improvements
• Performance optimization needs

#Migration Process

1. Backup Current Template: Save working configuration
2. Change Import Mode: Update mode in template settings
3. Reconfigure Mappings: Adjust mappings for new mode
4. Update Defaults: Modify default values as needed
5. Test Thoroughly: Validate with sample data before production use

#Performance Considerations

#Processing Speed by Mode

• Lines Only: Fastest processing (simple structure)
• Mixed: Moderate speed (grouping overhead)
• Standard: Varied speed (depends on file size and complexity)

#Memory Usage

• Lines Only: Lowest memory usage
• Mixed: Moderate memory usage (grouping requires buffering)
• Standard: Depends on sheet sizes and relationships

#Optimization Tips

1. Clean Data: Remove unnecessary rows and columns
2. Consistent Formatting: Use consistent data types throughout
3. Proper Indexing: Ensure Invoice IDs are properly formatted
4. Reasonable File Sizes: Split very large files for better performance

#Next Steps

After choosing your import mode:

1. Configure your template according to mode requirements
2. Set up appropriate column mappings
3. Configure code mappings and default values
4. Test with sample data to verify correct processing