Copying and Pasting Invoice Data from an Excel File

What is the "Copy and Paste Invoice Data" feature?

Instead of manually filling in each field of the invoice information, you can copy the data from one of your Excel files and paste it directly into the invoice. The data will then be automatically filled in and distributed into the invoice fields in an organized way.

 

1. Prepare the Excel file to contain three consecutive columns in the following order: “Product Name” or “Product Code” which corresponds to the item field in the invoice, then the “Quantity” field, and finally the “Price” field.
2. Before copying and pasting any product from an external file, make sure that the product has been previously added to your Daftra account. Refer to the “Adding a Product/Service” guide.

Steps to Copy and Paste Invoice Data from an External File:

1. Click on “Sales” from the main menu.
2. Click on “Create Invoice”.
3. Select the “Client” and add the remaining information.
4. Click on the arrow next to the “Add” line button located below the item table.
5. Click on “Paste from Sheet”.
6. Paste the copied products into the “Paste from Sheet” window and you will find that the fields have been filled in the same order. 

   Copy the data from the file in the following order:

   • Item Name/Code: Displays the product name or code as entered in the invoice or imported file, allowing you to accurately identify the desired item.
   • Quantity: Shows the number of units for each product listed in the invoice or copied from the Excel file.
   • Unit Price: Displays the selling price for each unit of the product and is used to calculate the line total.
   • Cost Center Name/Code: Allows you to assign the accounting cost center associated with the item, ensuring accurate posting in the accounting entries for each product.
   • Clear Old Records: This option allows you to delete any temporary data or copied records that are no longer needed, helping to clean the invoice table, maintain organized data, and reduce errors when handling new invoices.
     
     • Note: After copying and pasting the products, you can continue to manually add some products in the usual way by clicking on the “Add” new row button.
7. Click on the “Import” button and the “Paste from Sheet” window will close, and the invoice fields will be filled in.
8. Enter the rest of the invoice information.
9. Click on the “Save” button to save the invoice.