Import Sales transaction
The Importing Sales Invoices feature is a powerful tool that allows you to copy and migrate all sales invoice transactions from other accounting software or external platforms directly into the ERP. By using an Excel spreadsheet, you can bulk-upload your historical or external data seamlessly, ensuring your records remain complete and up-to-date without manual data entry.
How to Access
You can access the import interface through either of these paths:
- Navigate to the Sales Module and select the Import/Export option in the top right corner.
- Alternatively, go directly to the Import Module and select Sales Invoice.
File Format & Sample File
The system uses Excel (.xlsx / .csv format) files for data transfer. To ensure your external data matches the ERP’s requirements:
- Download the Sample Import Excel directly from the import page.
- Copy your data from your previous software into the corresponding columns of the sample file.
- Important: Do not rename, delete, or move the headers in the first row of the Excel sheet.
Import Configuration Options
Before uploading, you can set the following rules for your import:
- Allow Duplicate: By default, the system prevents importing the same invoice twice. Enable this checkbox if your business workflow requires multiple invoices with the same reference details to be recorded.
- Update Existing: If an invoice with the same reference already exists in the system, checking this will update the existing record with the new data from your Excel file instead of creating a new one.
Excel Field Information
Each row in your Excel file represents a line item. Fill in the following details:
- Customer Short Name: The unique name of the customer as registered in the ERP.
- Customer Branch: The specific branch name of the customer.
- Customer Reference: Your customer’s PO number or previous software’s invoice ID.
- Date: The transaction date (Format:DD/MM/YYYY).
- Location: The warehouse name from which the stock was issued.
- Item: The Item Code as defined in the ERP system.
- Batch No & Expiry Date: Required if you track stock by batch.
- Quantity & Unit: The amount sold and the unit (e.g., Pcs, Box, Kg).
- Price: The unit price for the item.
- Discount: Any discount value applied to that specific line.
- Item Tax Type: The tax category name (e.g., GST 18%).
- Total: The final calculated value for the row.
- Shipper: The name of the transport or courier company.
- Delivery Address & Contact Phone: The logistics details for the shipment.
- Comments: Any additional notes from the previous system.
The Import Process
- Prepare: Move your transactions from your previous software into the downloaded Sample Excel.
- Configure: Select your preferences for Allow Duplicate Transactions for avoid the duplicate entry with the same customer reference.
- Upload: Click Choose File, select your spreadsheet, and click Upload.
- Review & Process: The system will provide a preview. If no errors are found, click Import to finalize. The system will create the Invoices, Orders, and Deliveries simultaneously.
Tips for a Successful Migration
- Code Matching: Ensure that the Customer Names and Item Codes in your Excel exactly match those already created in the ERP.
- Negative Stock: If you are not allowing negative inventory in your settings, the import will fail if the Excel quantities exceed your current stock.
- Validation: Always perform a test import with 1 or 2 rows first to ensure your formatting is correct before uploading a large file.