Excel to FBR: how to prepare your invoice sheet for bulk upload
Bulk upload is the fastest way to post a lot of invoices, but only if the sheet is laid out the way the portal expects. This checklist covers the structure and the mistakes that cause most failed uploads.
The one rule to remember
One row is one line item. When several rows carry the same invoice number (the SINV column), they form a single invoice with several items. Every other detail follows from that.
Before you start
- Use the Excel template from the portal and work on the INVOICES sheet.
- Delete the sample rows before you add your own data.
- Copy a row downward when you need more rows, so the formulas come with it.
Fill the required columns
These must be filled on every row: SINV, invoiceType, invoiceDate, buyerNTNCNIC, buyerBusinessName, buyerProvince, buyerRegistrationType, hsCode, productDescription, quantity, uoM, rate and valueSalesExcludingST.
- Dates use the format YYYY-MM-DD.
- Value is the unit value before sales tax and before any discount.
- Discount is an amount in rupees. Leave it at 0 when there is none.
- Buyer address is optional. Leave it blank for consumers.
Leave the formula columns alone
The sales tax amount, the withholding amount (wh236g) and the line total are calculated. Pick the withholding label from the dropdown and the amount fills in. Typing over a formula column is a common reason a total does not match.
Optional columns, and when they become required
- sroScheduleNo and sroItemSerialNo: only for reduced or zero rated supplies tied to a specific SRO. Fill both or neither.
- scenarioId: sandbox testing only. Leave it blank in production.
- invoiceRefNo: the original invoice number. Required for a Debit Note.
- po_number and po_date: printed on the PDF only and never sent to FBR.
Five mistakes to avoid
- Different buyer details on rows that share the same invoice number.
- Saving the NTN as a number, which drops leading zeros.
- Typing a province or unit instead of choosing it from the dropdown.
- Leaving sample data in the sheet.
- Saving as .xls or .csv instead of .xlsx.
After you upload
Review the preview, validate, and fix any rows the portal reports. Then post. You can send the PDFs to customers straight away. For the full picture of this feature, see Excel bulk upload.