Importing invoices issued in another system
A sales export from another system (Alegra, Facturele, a spreadsheet) with one row per line item is imported as historical invoices: one invoice per document number with all its lines, the client matched or created by identification, and the fiscal header read from words like "Crédito", "Transferencia" or "Cédula Jurídica". They are never sent to Hacienda again.
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Steps
Export the invoices with one row per line and the header repeated on each row (the usual export). Tario groups the rows by Invoice number (the consecutivo or code); without one, consecutive rows with the same date, client and total form one document. When uploading, What are you importing? stays on Detect automatically; choose Sales invoices and Tario analyzes the file only as sales. On the review, Classified as Sales invoices shows what was detected and Not this? Change to… corrects it (the column mapping is kept).
In Review, check the Tario field of each column. Besides number, client, date, item, quantity and price you can assign: Document type, Sale condition, Payment method, Payment terms, Economic activity, Exchange rate, Legal status, Collection status, Hacienda key (clave), Notes, Other charges, Client identification type, Client address, Client phone, Client canton, Item reference (SKU), Tax name, Tax amount, Line discount %, Line total, Document subtotal and Document total.
Coded columns accept words in Spanish or English, with or without accents, or the Hacienda code itself. Document type: Factura / Factura de venta (01), Nota de débito (02), Nota de crédito (03), Tiquete (04), Factura de exportación (09). When the Invoice number is a 20-digit consecutivo, its positions 9-10 name the type and win over the column: Tario only warns when the two really disagree (the column says "Tiquete" and the consecutivo 01). Sale condition: Contado (01), Crédito (02), Consignación (03), Apartado (04), Arrendamiento con opción de compra (05), Arrendamiento en función financiera (06), Cobro a favor de un tercero (07), Servicios al Estado (08), Venta a crédito hasta 90 días (10), Mercancía no nacionalizada (12), Bienes usados no contribuyente (13), Arrendamiento operativo (14), Arrendamiento financiero (15), Otro (99). Payment method: Efectivo (01), Tarjeta (02), Cheque (03), Transferencia / depósito (04), Recaudado por terceros (05), SINPE Móvil (06), Plataforma digital / PayPal (07), Otro (99). Identification type: Cédula física (01), Cédula jurídica (02), DIMEX (03), NITE (04), Extranjero no domiciliado / pasaporte (05), No contribuyente (06).
Payment terms read as days ("15 días", "net 30", "2 semanas"; "De contado" is 0) and fill the credit term and the due date when the file has none. Legal status: Emitida / aceptada / vigente imports as issued; Por emitir / borrador and Rechazada import as drafts you can issue from Tario. Collection status: Vigente / por cobrar / vencida stays open; Cobrada / pagada / cerrada records the payment into the row's bank account or the company's default one; Anulada / nula leaves the document out, unless the credit note that voided it is in the same file.
Credit and debit notes are imported as historical documents (never sent to Hacienda), also from a file that holds only notes (the Alegra credit notes export is classified as Credit notes). The consecutivo says it is a note (positions 9-10 = 03 or 02, also in the unpadded number of a note not issued yet) and the Type / Invoice type column holds the reason from the Hacienda catalog ("Anular documento de referencia" → code 01, "Corregir monto" or "Corregir texto" → 02, "Referencia a otro documento" → 04, "Sustituye comprobante provisional por contingencia" → 05, "Devolución de mercancía" → 06, "Otros" → 99); you can also map a Note reason (reference code) column. Razón goes to Note reason (text): the free text the note carries in its reference information ("Se facturó un monto incorrecto"). Factura asociada goes to Referenced document: Tario reads the 20-digit consecutivo or the 50-digit key even with text around it ("00100001010000001281 (2024-04-01)") and uses the date in brackets as the date of the referenced document. Subtotal / Total - Nota de crédito (or débito) are the document subtotal and total, and Ítem - Descuento (%) the line discount.
Linking: Tario looks for the invoice by its consecutivo (or number) and then by key, first in the same file and then in Tario; when the reference names a consecutivo or a key it never guesses another invoice. Without a reference, it uses the most recent invoice of the same client with exactly the same total that is not credited in full. A linked note is applied to the invoice balance like one accepted by Hacienda, except for what Por aplicar (Note amount still to apply) says: the total minus that remainder is applied (0 = applied in full) and never more than the invoice owes; an invoice already collected or credited in full stays linked without being reduced, with a warning. Legal status Rejected: the note had no fiscal validity and is left out (neither applied nor posted); Issued: a historical note, applied; Not issued: a draft that is not applied until issued. The Status of a note (Cancelada / Vigente) records no collection. When the invoice is neither in the file nor in Tario, the note is imported unlinked (a sales reduction) and the warning asks you to import the invoices first. A voided invoice whose annulment note is in the same file is imported and the note settles it.
Map values: when words Tario does not recognize remain in coded columns after validating ("En espera" as a collection status), the Map values button lists each field with its words and how many rows carry them; pick the Tario value for each (or Leave unassigned) and Save and validate again. Suggest with AI proposes the value from the field, its vocabulary and the words (never the rows). The map is remembered with the column mapping: the next file from the same system arrives with it applied.
Tax name refines the 0% lines ("IVA exento" → exempt, "Tarifa 0% sin derecho a crédito", "Tarifa 0% art. 32 RLIVA"); with a VAT % column the rate decides. The economic activity may be the code or its description (it is looked up in the company's activities and the Hacienda catalog). Dates may be Excel serial numbers; the exchange rate as written in the file.
When a cell holds a word Tario does not recognize, the row shows the accepted values so you can fix the file or choose another column. Line and document totals are reconciled with the file's: a difference beyond rounding is a warning, never a block, and Tario keeps the lines' figures (a unit price rounded for display is recomputed from the line total).
Columns Tario has no field for (seller, warehouse, branch, cost center, price list) are named in the review as left out.
Tips
- The 20-digit consecutivo is kept as the invoice number and as the Hacienda consecutivo; if the file has the 50-digit key, map it to Hacienda key (clave). Imported invoices show Issued elsewhere and cannot be sent to Hacienda.
- Set a default bank account under Settings so invoices marked as collected are settled on import.
Common errors
| Code or message | What it means | How to fix it |
|---|---|---|
:field: ":value" is not recognized. Accepted values: … | A coded column (document type, sale condition, payment method, identification type, legal or collection status) holds a word the dictionary does not know. | Write one of the listed values (or the code) in the file, or assign that column to another field or to Do not import. |
The document total in the file (…) differs from the sum of its lines (…) | The lines do not add up to the total the export states, beyond rounding: a line is missing, or the file total includes charges Tario does not know. | The document is still imported with its lines. Compare it with the original and edit it in Tario if needed. |
The document this note corrects could not be identified: it is imported unlinked… | The credit or debit note has no reference column and no invoice of the same client has exactly its total. | Add a column with the number or key of the corrected invoice to the file and map it to Referenced document, or import it as is and link the adjustment by hand on the invoice. |
Invoice … named by the note is neither in the file nor in Tario… | The note names its invoice (consecutivo or key), but that invoice is not in Tario yet nor in the file. | Import the invoices first and the notes afterwards; or import it as is: it stays an unlinked sales reduction. |
Note rejected by Hacienda in the source system… | The Legal status of the note is Rejected: it never had fiscal validity. | Nothing to do: the note is not imported and does not reduce the invoice. If another issued note replaced it, that one comes in its own row. |
Invoice … has no balance left… | The referenced invoice is already collected or credited in full (for example, it was imported as Collected when this note actually settled it). | The note stays linked without reducing the invoice. Review the payment recorded on that invoice. |
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