Transferring your billable items data into Pogozo is quick and easy with our data transfer tables. It is important to remember that each system is slightly different so there may be some variations in what you can export from your current system and what you can import into Pogozo.
We recommend you pay close attention to our TIPS as some systems have some funny quirks that need to be taken into consideration. By taking the time to get this right, it will set you up for success when uploading other data such as invoices.
First, start by downloading your billable items data from your current practice management system. Billable items is the "price list" for your services, classes and memberships. They may also be called invoice items, service list, products or price list. Billable items should not include stock or physical products.
TIP Some programs such as excel will condense larger numbers to numbers with scientific notation. For example many team member ID numbers are over 15 digits long and excel will change the number from 12345678910111213 to 1.23 e+16. You will require the whole number to be imported into Pogozo, so just make sure when saving or editing the export that the right numbers have been saved.
Next download the Billable items data transfer template from Pogozo.
On the main menu go to Settings. Click on the sub-menu Data and then click Upload data.
Select the data you want to import and then download the template csv.
Your Billable items data transfer template should look something like this.
TIP The columns with headings highlighted in yellow are mandatory, in that they must be filled in. All other columns are optional. You can choose to fill in as much or as little of each of the optional columns as you want.
The easiest way to move your data into the Pogozo transfer tables is to copy and paste one column at a time. Make sure you are copying the right information into the right column. For example the item code into the item code column.
Ready? Lets get started!
BILLABLE ITEM ID
This is a mandatory column that needs to be completed. It is usually a number between 5 and 20 characters and must be unique for each billable item.
TIP Some providers will list a Billing Item ID number and a Billing Code. If the Pogozo data upload template refers to BillableitemID, it is referring to the ID number and not the code number.
NAME
This is a mandatory column that needs to be completed. This is the name of the billable item, for example Initial Physiotherapy Consultation.
CODE
This is an optional column.
This is a billing code associated with the billing item and will show up on invoices. We suggest you put the billing codes for private health insurance, workers compensation, Medicare or DVA here.
TAX TYPE NAME
This is optional. If left blank, the billable item will be considered tax-free.
If your billable item should include tax such as GST, we recommend you add this in here.
TIP The tax type in the Pogozo data template must match exactly, the tax type you have created in Pogozo. You can see the exact tax types in Pogozo by going to Settings > Finances > Currency and Taxes > Taxes.
IS TAX INCLUDED
This is required... if the item is taxable.
If tax is included in the price in the following column, then you should select TRUE in this column.
If tax is not included in the price in the following column, then you should select FALSE.
To record whether tax is included, click on the drop down menu arrow and select TRUE is tax if included in the price and FALSE if tax is not included in the price and should be added. Alternatively you can type TRUE or FALSE, just make sure you get the spelling correct!
TIP Consider a billable item with a price of $150 and the service attracts GST of 10%.
If YES the price includes GST then the total price is $150.
If FALSE the price does not include GST then the total price is $150 +10% GST ($15) = total price of $165.
PRICE
This is a mandatory column that needs to be completed.
Uploading into Pogozo
Once you have entered all of your information into the Pogozo transfer tables you will need to save your file in CSV format.
To upload into Pogozo go to Settings, then click on Data and select Upload data.
From the dropdown menu, select the type of data you want to import, in this case Billable Items. Click and search or drag your CSV file into Pogozo, once the file has been uploaded click Import Data.
If your data has uploaded successfully, you will see a success message as shown below. Well done!
Troubleshooting your imports
Troubleshooting when things don't go to plan is made easier with our error log. If you get an error with your data import, click on the Error Log. Here you will be able to see which row Pogozo is having trouble importing, and what exactly the problem is.
For example, the picture below shows that there was an error importing the data. We can click on the error log to see the specifics.
Missing data is the most common problem encounter when uploading data.
If there are errors that need correcting or if you make a mistake you can correct the error in your spreadsheet, save it as a CSV again and then upload the updated spreadsheet again (and again and again!) - any new information will overwrite any previous information added.
Next up, appointment types!