ETA Invoices Manual Import - Kwentra Help Center

Introduction

This guide explains how to manually import ETA invoices using a predefined sheet format. This feature ensures that all necessary invoice data is accurately captured and sent to the ETA Portal.

Steps to Import ETA Invoices

Access the Manual Invoices Tab:
- Navigate to Settings → Integrations → ETA.
- Click on the Manual Invoices tab.
Prepare Your Import Sheet:
- Download the template by clicking the Download Template button.
- Fill in the required information in the template. Each column corresponds to specific invoice data.
Import Invoices:
- Ensure your import sheet includes the following columns with the specified details:

Column Name	Description
Internal ID	Unique identifier for the document (max 40 characters). Must be unique within the same sheet. Prefix of EIN00 will automatically be added before the internal ID (e.g., EIN00-1234).
Document Type	Type of document (Invoice, Credit Note, or Debit Note).
References	You can add UUID references of sent documents to ETA.(max 30 characters). This can only be used for Document Types Credit Note and Debit Note.
Receiver Type	Type of receiver (P, B, or F).
Receiver ID	Unique identifier for the receiver (max 20 characters). Must be 14 characters if Receiver Type is P.
Receiver Name	Full name of the receiver (max 200 characters).
Receiver Address	Street address of the receiver (max 100 characters).
Receiver City	City of the receiver (max 100 characters).
Receiver Country	Country ISO code of the receiver. You can refer to Country Codes for a list of accepted Country Codes.
Department Code	Valid Kwentra department code, Applied tax definition on this department will be applied automatically. Make sure all the tax department mapping is done correctly. Should be added within the next line(s) of Document Main data.
Amount	Invoice amount. Must be greater than 0 and accepts up to 5 decimal points. Should be added within the next line(s) of Document Main data.
Currency	ISO code for the currency. Should be added within the next line(s) of Document Main data.
Exchange Factor	Exchange factor for the selected currency. Defaults to 1 for EGP. Should be added within the next line(s) of Document Main data.
Comments	Additional notes (optional, max 500 characters). If comments are added in the sheet line of Invoice Lines, it will be a max of 50 characters.

Upload Your Sheet:
- Click the Import Invoices button.
- Select your filled template and upload it.
Validation and Import Process:
- The system will validate your data. If any mandatory fields are missing or incorrect, you’ll receive specific error messages, such as:
  - “Document Type is not of the accepted types”
  - “Receiver Type is not of the accepted types P, B, or F”
  - “Receiver ID Must be 14 as Receiver type is P”
  - “Country ISO format is not valid”
  - “Currency Code is not in ISO format”
  - “Can’t create documents with empty Invoice Lines” …etc.
- Correct any errors and re-upload the sheet if needed.
Handling Duplicates:
- If an internal ID already exists in the system:
  - For Invalid or Empty statuses: The old document will be deleted and a new one created.
  - For other statuses: The new document will be ignored, and you’ll see a warning message: “Document {internal ID} already created in the system with status {status}”.
Success Confirmation:
- Upon successful import, your documents will be created in the system with a status of Pending.

Help and Support

Help Instructions:
- Click the Instructions tap for detailed instructions on filling out the template and troubleshooting common issues.

Example Import Sheet

Download and refer to the example import sheet to ensure your data is formatted correctly.

By following this guide, you can ensure your ETA invoices are accurately imported and processed, helping maintain seamless integration and compliance.

Update: July 2026

New “SO Reference” Column & Improved Comment Mapping

The manual import sheet now includes an SO Reference column, and comments are mapped so they display correctly on the ETA invoice — for both invoices and receipts.

What’s New?

A new SO Reference column lets you send a document-level reference (up to 100 characters) to ETA under the Sales Order Reference field.
Document-level comments now appear on the ETA invoice under Sales Order Description (up to 500 characters).
Invoice line-level comments now appear as the line item description on the ETA invoice, overriding the department description. When a line’s comment is left empty, the department description is used instead.

How It Works

Download the latest template from Settings → Integrations → ETA → Manual Invoices.
Fill in the new SO Reference column at the document level with any reference you want shown on ETA (max 100 characters).
Add comments where you need them:
- A comment on the document line is sent as the Sales Order Description (max 500 characters).
- A comment on an invoice line is sent as that line’s description, replacing the department description for that line.
- Leave an invoice line’s comment empty to keep sending the department description for that line.
Import the sheet as usual — the mapped values appear on the ETA invoice printout.

Note: These mappings apply to both invoices and receipts. See the updated Instructions tab in the Manual Invoices screen for the full field reference.

​Introduction

​Steps to Import ETA Invoices

​Help and Support

​Example Import Sheet

​Update: July 2026

​New “SO Reference” Column & Improved Comment Mapping

​What’s New?

​How It Works