# How to Import Transactions Using the New Importer

Import invoices and transactions in bulk using ARTERNAL’s importer. Supports line items, shipping, payments, and more.

Written by Kalila Richards  
March 12, 2026

## 🔧 Step 1: Prepare Your Transactions Spreadsheet

Your CSV should include one row per transaction. Each row can contain invoice or consignment details along with optional billing, shipping, and tax information.

**The fields include:**

|     |     |
| --- | --- |
| Column Name | Notes |
| type | Types of transactions are:<br>default - **invoice**<br>others - **consignment, consigned in, consigned out, shipping, payable, released** |
| title | Title of transaction |
| transaction_number | Transaction or Invoice Number |
| \*\* inventory_count | The count of works associated with the transaction (line items). |
| paid_status | paid, partially paid, unpaid, void |
| date_out | For invoices: **Date of Invoice**<br>Consignment: **If a consignment has a date range, then this is the end date** |
| date_in | Consignment: **If a consignment has a date range, then this is the start date** |
| subtotal_price | The total price before discounts and taxes |
| total_price | The total price |
| tax_percent | The tax percentage |
| shipping_fee | The shipping amount on invoices |
| currency | USD, CAD, etc. |
| location | For consignments / other transactions |
| first_name | The first name of the contact. If the contact doesn't exist, it will create the profile. |
| last_name | The last name of the contact. If the contact doesn't exist, it will create the profile. |
| tax_amount | total amount of tax |
| ship_to_first_name | First name of ship to - if the first and last name match an existing contact saved in the database, then it will attach that contact, otherwise it will create a new one. |
| ship_to_last_name | Last name of ship to - if the first and last name match an existing contact saved in the database, then it will attach that contact, otherwise it will create a new one. |
| notes | Transaction notes |
| amount_paid | The amount paid in the payments tab (payment history) |
| tax_label | Label of the tax rate |
| additional_info | The info in the document template for non-invoice transaction. |
| created_by | email of the user in your org |
| address_street | Street Address |
| address_street2 | Line 2 of Street Address (Eg. Apt #) |
| address_city | City |
| address_state | State |
| address_zip | ZIP or Postal Code |
| address_country | Country |
| billing_email | email of the contact in the bill to |
| billing_phone | phone number on the bill to contact |
| paid_date | The paid date in the payment history |
| voided_at | date of void |

1. **[New Importer: Import Transactions](https://docs.google.com/spreadsheets/d/1ig6UfihZPiKzKkoVGfUd9yYWqsBX1lyvh5jJgPOV1zU/edit?usp=sharing)** – This creates the invoice and associates it with the contact.
   - **Required fields:** Type, Transaction number (invoice number), Paid status, Date out, Full name or billing email, Amount paid

2. **[New Importer: Import Transaction Items](https://docs.google.com/spreadsheets/d/1lypfHW8-i9nr9myUQfK0qt2zyDEe6polZI04CFa-n0g/edit?usp=sharing)** – This fills in the line items for each invoice, linking the artwork to the invoice.
   - **Required fields:** Transaction number, Catalog number (inventory number), Price, Discount, Discount percent, Association contact

## 🧭 Step 2: Launch the Importer

1. Go to **Profile**
2. Click on **Import Wizard**

## 📦 Step 3-A: Import Your File

Once in the portal, select:
- **Import Transactions** (to create the transactions)
- **Import Transaction Items** (to add invoice line items)

Start by clicking **Import Transactions**.
Then upload your prepared `.csv` or `.xlsx` file by dragging it in or selecting it from your computer. Click **Continue** to proceed.

## 🗺️ Step 3-B: Map Your Columns

After uploading, you’ll see the **mapping column** view.
Each CSV column will appear, with dropdown options on the right.
- The importer will auto-match where possible
- You can manually assign any unmatched fields

⚠️ _Tip: Make sure every important column is mapped before continuing._
Once all mappings look good, click **Continue**.

## 🔍 Step 3-C: Review & Resolve Errors

After mapping, you’ll be taken to a review screen where you can preview and correct your data:
- Invalid fields (e.g., missing required info or incorrect formatting) will be highlighted in **red**
- Every cell is editable — no need to reupload
- Click the trash icon 🗑️ to remove rows you don’t want to import

Once there are no errors, hit **Continue** to complete the import.

## ✅ Step 3-D: Finalize the Import

Once all fields are valid and no errors are highlighted, click **Continue** to start the import.

⚠️ Don’t close the window while importing—wait for the progress bar to complete.

## 📥 Step 4-A: Import Line Items

Now that your transactions are imported, you can import **line items** for each invoice or consignment.
These must reference the corresponding **transaction number** and **inventory number**.

## Prepare Your Transactions Spreadsheet

**The fields include:**

|     |     |
| --- | --- |
| Column Name | Notes |
| transaction_number | Invoice/transaction number |
| catalog_number | The inventory number of a work (if no # is provided, then it will create a line item without a work) |
| description | The description of the line item if no catalog_number |
| price | Price of work |
| discount | The discount amount (E.g., 5000) |
| discount_percent | The discount percentage (E.g, 10) |
| association_contact | The email or name of the contact<br>Format like:<br>email: [test@example.com](mailto:test@example.com)<br>name: firstname, lastname<br>​<br>This appears as an association on the inventory work |
| association_type | Label of association type |
| currency | E.g., USD, CAD, EUR, etc. |
| tax_percent | The tax percentage |

⚠️ **_Follow steps 3-A to 3-D once you have the file ready._**

## 🧾 Final Notes

- All data can be reviewed before importing
- Any newly created contacts or associations will sync automatically
- After import, you can view or revert from the Import History

That’s it — your transactions are now uploaded and ready to go!

If you have any questions or want a second set of eyes on your spreadsheet, feel free to reach out via chat or email us at [support@arternal.com](https://app.intercom.com/) — we’re always happy to help.

## ❓ Frequently Asked Questions

**Q: What transaction types are supported?**
A: The importer supports `invoice`, `consigned in`, `consigned out`, `shipping`, `payable`, `released`.

**Q: Can I import line items and transactions together?**
A: Not at the same time. First import your transactions, then upload the associated items in a separate CSV using the matching `transaction_number`.

**Q: What happens if a contact doesn’t exist in the system?**
A: ARTERNAL will automatically create the contact based on the name or email provided.

**Q: Can I fix errors in the importer?**
A: Yes! Errors will appear in red and can be corrected in the table before continuing.