Importing Purchase Return Items from an Excel File
The system allows you to import data for purchase returns with multiple items from an Excel file in one go. This eliminates the need to enter the details for each item individually. Instead, you only need to follow a few simple steps to transfer all the data from the Excel file directly into the purchase return. The following lines will guide you through these steps with an illustrative example.
Notes Regarding the Excel File
Before starting, you need to have an Excel file that contains the purchase return data. For the system to correctly recognize this data, keep in mind the following:
- Ensure that the products you want to import from the Excel file already exist in the system; otherwise, they won’t be recognized. Therefore, it is recommended to use the product code rather than the product name, because if the name is written differently than what is in the system, it won’t be recognized.
- The purchase return data in the Excel file should be displayed in a specific format, as follows:
- Column 1: “Product Name” or “Product Code“
- Column 2: “Quantity“
- Column 3: “Price“
Importing Data to the Purchase Return Screen
After considering the previous two points, let’s now move on to the steps for transferring products from the Excel file to the purchase return screen in your account.
Step 1: Create a New Purchase Return
Follow the usual steps to create a new purchase return as follows:
- Click on “Purchases” from the main menu, then click on “Purchase Refunds,” and then click the “Add Purchase Refund” button.
Enter the “Supplier Data” and the main return details, using the guide for creating a return invoice for purchase invoices in the system.
As shown in the previous purchase return screen, we selected the supplier “Supplier A.” In the second step, we will add the purchase return items by copying the data from the Excel file.
Step 2: Copy Products from the Excel File to the Purchase Return Invoice Screen
To copy the purchase return item data from the Excel file all at once, follow these steps:
- Click on the “Arrow” next to the “Add” button.
- Then click on “Paste from Sheet“.
- The following floating screen will appear.
- Now, all we need to do is select the purchase return item data and copy it from the Excel file, as shown in the following image.
- Then, paste it into the floating screen for adding the purchase invoice item data, as shown in the following image.
- Once you click on “Paste,” make sure all the purchase return item data has been added correctly, then click on “Import.”
- As shown in the previous image, all the purchase return item data has been added at once without the need to copy and paste each item’s data individually or enter it manually from the purchase return screen.
- After clicking on “Import,” the system will automatically return us to the purchase return screen, where we can see that the items have been successfully added along with their quantity and price data, as shown in the following image.
- Now, you can continue to add or remove any other relevant data related to the purchase return, such as additional products or payments, settlement, and shipping details. After ensuring the accuracy of all the purchase return data, save the return using the desired saving method, whether it’s saving with printing or saving only.
This way, you have successfully imported the purchase return item data in bulk to the return screen. This feature is especially useful when the purchase return includes many items, and the data is available in an Excel file, saving you the effort of manually adding each item individually.