Import Sales transaction
Importing Sales Invoices lets you migrate transactions from other accounting software or external platforms directly into TamilAccounting. Using an Excel spreadsheet you can bulk-upload historical data, so your records stay complete without re-keying every invoice by hand.
How to Access
There are two routes to the import interface:
- Go to the Sales module and select Import/Export in the top right corner.
- Or go to the Import module and select Sales Invoice.
File Format & Sample File
The system uses Excel .xlsx or .csv files. To make sure your data matches what the ERP expects:
- Download the Sample Import Excel from the import page.
- Copy your data from your previous software into the matching columns of that sample file.
Do not rename, delete or move the headers in the first row of the spreadsheet. The importer matches columns by those headers, and changing them is the most common reason an import fails before it starts.
Import Configuration Options
| Option | What it does |
|---|---|
| Allow Duplicate | By default the system refuses to import the same invoice twice. Tick this only if your workflow genuinely requires several invoices sharing the same reference details. |
| Update Existing | Where an invoice with the same reference already exists, update that record from the spreadsheet instead of creating a new one. |
Excel Field Information
Each row in the spreadsheet represents one line item.
| Column | What to enter |
|---|---|
| Customer Short Name | The customer's unique name exactly as registered in the ERP. |
| Customer Branch | The branch name of that customer. |
| Customer Reference | The customer's PO number, or the invoice ID from your previous software. |
| Date | The transaction date, in DD/MM/YYYY format. |
| Location | The warehouse name the stock was issued from. |
| Item | The item code as defined in the ERP. |
The Import Process
- Prepare — move your transactions from the previous software into the downloaded sample Excel.
- Configure — set your duplicate handling preference to avoid double-entering transactions with the same customer reference.
- Upload — click Choose File, select your spreadsheet, and click Upload.
- Review & Process — the system shows a preview. If no errors are found, click Import to finalise.
Importing creates the Invoices, Orders and Deliveries simultaneously, so the full document chain exists as though the transactions had been entered normally — including the stock movements and ledger entries.
Tips for a Successful Migration
| Tip | Why |
|---|---|
| Code Matching | Customer names and item codes in the spreadsheet must exactly match records already created in the ERP, or the rows will not resolve. |
| Negative Stock | If negative inventory is not allowed in your settings, the import fails where spreadsheet quantities exceed current stock. |
| Validation | Always test with one or two rows first to confirm your formatting before uploading a large file. |
Import your customers and items before your transactions. Almost every failed migration traces back to a name or code in the spreadsheet that does not yet exist in the ERP.
Related pages
- Direct Invoice — what the import creates
- Invoices — check the imported results
- Direct Delivery — the deliveries created alongside
- Sales Orders List — the orders created alongside