Import a Supplier Invoice

How to Import Supplier Invoices via API

This tutorial will guide you through the process of importing supplier invoices into Pennylane using our API endpoints.

Prerequisites

Before importing invoices, you need:

• OAuth token with supplier_invoices:all and file_attachments:all scopes
• Supplier ID (existing supplier)
• Ledger account IDs (for precise accounting mapping, optional)

Step 1: Upload the Invoice PDF

First, upload your PDF invoice using the file attachments endpoint:

POST https://app.pennylane.com/api/external/v2/file_attachments

This will return an id that will be used as file_attachment_id in the next step.

Step 2: Import the Invoice

Use the following endpoint to import the supplier invoice in Pennylane:

POST https://app.pennylane.com/api/external/v2/supplier_invoices/import

Required Information:

1. File Attachment ID: Use the ID obtained from Step 1
2. Supplier Information: You'll need the supplier_id
   • Find existing suppliers: GET /suppliers
   • Create new supplier: POST /suppliers
3. Dates: Provide date and deadline of the invoice
4. Amounts: Provide the following amounts
   1. currency_amount_before_tax : Invoice currency amount before tax ("montant HT de la facture" in French)
   2. currency_amount : Invoice currency amount ("montant TTC de la facture" in French)
   3. currency_tax : Invoice taxable amount ("montant de la TVA de la facture" in French)

Invoice Line Details:

Each invoice line requires:

• currency_amount: Total amount for the line
• currency_tax: Total VAT amount
• vat_rate: VAT rate code (e.g., "FR_200" for 20%)

Ledger Accounts: It is advised to provide on each invoice line a ledger_account_id in order for Pennylane to generate accounting entries properly mapped to accounts

• Find existing accounts: GET /ledger_accounts?filter=\[{"field": "number", "operator": "start_with", "value": "YOUR_ACCOUNT_NUMBER"}\]
• Create new account: POST /ledger_accounts\

Example request body :

JSON

{
  "file_attachment_id": your_file_id,
  "supplier_id": supplier_id,
  "date": "YYYY-MM-DD",
  "deadline": "YYYY-MM-DD",
  "currency_amount_before_tax": "100.00",
  "currency_amount": "120.00",
  "currency_tax": "20.00",
  "invoice_lines": [
    {
      "currency_amount": "120.00",
      "currency_tax": "20.00",
      "vat_rate": "FR_200",
      "ledger_account_id": account_id
    }
}

Optional - Step 3: Categorize the Invoice

After creating the invoice, you can categorize it:

1. Get or create a category:

   • Find existing categories: GET /categories
   • Create new category: POST /categories

2. Apply the category: PUT /supplier_invoices/{invoice_id}/categories

Include the category weight in the request body:

JSON

[
  {
    "id": category_id,
    "weight": "0.5"
  },
  {
    "id": category_id,
    "weight": "0.5"
  }
]

Note: The weight represents the percentage allocation to this category (e.g., 1 for 100%, 0.5 for 50%).

That's it! Your purchase invoice has been imported, created, and categorized in Pennylane.