Copying Requisition Items from Excel (Paste from Sheet)
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Note: There is no option in the system to import requisitions from an Excel or CSV file. But you can add all the requisition items at once by copying them from Excel or Google Sheets and pasting them into the requisition, using the Paste from Sheet feature explained in this guide.
The Paste from Sheet feature lets you paste the items list (products and quantities, and prices in an inbound requisition) into the requisition while creating it, instead of choosing each product and typing its quantity manually. It is useful when entering a large balance into a warehouse, issuing a list of products, or transferring a large number of products between warehouses.
Table of Contents
Where Does the Feature Appear?
| Requisition type | Option from the Add list |
|---|---|
| Inbound Requisition | Manual Inbound |
| Outbound Requisition | Manual Outbound |
| Transfer Requisition | Manual Transfer (appears if you have more than one warehouse) |
| Manufacturing Materials | Manufacturing Materials (with the Manufacturing app) |
The feature appears only when adding a new requisition, and does not appear when editing a saved requisition.
Available Columns
The paste window columns differ according to the requisition type and your account settings:
| Column | Inbound requisition | Outbound requisition | Transfer requisition | Notes |
|---|---|---|---|---|
| Item Code / Name | Mandatory | Mandatory | Mandatory | The product name, code, or barcode. |
| Quantity | Mandatory | Mandatory | Mandatory | A positive number. |
| Unit Price | Optional | — | — | If left empty, the product average price is used. |
| Cost Center Code / Name | Optional | Optional | — | Appears if distributing cost centers on requisition items is enabled. |
| Tracking Data | Optional | Optional | Optional | Appears if product tracking is enabled. |
Preparing the Data in Excel
- Arrange the columns in Excel in the same order as the window columns.
- Write the product name, code, or barcode exactly as it is in Products.
- Don’t copy the header row; copy the data rows only.
- Write the tracking data in these formats:
| Tracking type | Format | Example |
|---|---|---|
| Serial number | The numbers separated by commas | A5136146,ADDD5,ADSF2 |
| Lot Number | The lot number | Lo2y66 |
| Lot Number And Expiry Date | The lot number, then the date | Lot6565,25/06/2025 |
| Expiry Date | The date | 25/06/2025 |
Example of an inbound requisition
Steps to Paste from Sheet
- Open Requisitions and click Add, and choose the requisition type.
- Complete the requisition data, such as the warehouse and date.
- In the items table, click the arrow next to the Add button and choose Paste from Sheet.
- Copy the rows from Excel, then paste them into the window by pressing Ctrl+V. On mobile, use the Paste from Clipboard button.
- To add a row manually inside the window, click Add New Line.
- Set Clear Old Records: enabled (the default) replaces the items in the requisition, and disabled adds the pasted items after them.
- Click Import. If the data is correct, the window closes and the items are added to the table; otherwise, errors appear on the rows for you to correct, then click Import again.
- Review the items, quantities, and total, then save the requisition.
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Note: The items are only added to the requisition table; the requisition is not saved and the stock is not affected until you click Save.
How Does the System Handle the Pasted Data?
- It searches for the product first by an exact match of the code, then the barcode, then the name, within the products of the current branch if products are not shared between branches.
- If it doesn’t find an exact match, it searches the unit barcodes and part of the product name (ignoring spaces), and it may choose another product whose name contains the text; so it’s better to use the product code.
- No new products are created; any product that doesn’t exist appears as an error.
- In an inbound requisition, the pasted price is used, and if it is empty, the product average price is used.
- The product balance in the warehouse appears next to each item, as in manual adding.
- After saving, the requisition works exactly like a manual requisition in stock and journal entries.
Limits and Rules
- The maximum is 500 items in the requisition, and the existing items count toward it if Clear Old Records is not enabled.
- The feature is available when adding only, not when editing.
- The same validations of manual saving apply to the requisition, such as the available balance in outbound and transfer requisitions.
Error Messages and Solutions
| Message that appears | Cause | Solution |
|---|---|---|
| The Item code not Found in the system | The name, code, or barcode doesn’t match any product, or the product is in another branch. | Copy the code or name exactly as it is in the products, without spaces or differences. |
| You should enter valid positive numbers in the quantity | A negative quantity. | Enter a positive quantity. |
| You should enter valid positive numbers in the unit price | A negative price in an inbound requisition. | Enter a positive price or leave it empty. |
| The cost center not found in the system | The cost center name or code doesn’t exist. | Write it exactly as it is in the cost centers. |
| You can add up to 500 items only | More than 500 items. | Split the items over more than one requisition. |
FAQs
Can a requisition be imported from an Excel or CSV file?
There is no import for requisitions from a file, but you can copy the items from Excel and paste them into the requisition using Paste from Sheet.
Why doesn’t the Paste from Sheet option appear?
Because you are editing a saved requisition; the option appears only when adding a new requisition.
Can items be pasted more than once?
Yes, disable Clear Old Records so the new items are added after the existing ones.
Why doesn’t the price column appear?
The price column is available in the inbound requisition only.
Does pasting create products that don’t exist?
No, add the products first from Products, then paste the items.
Can the warehouse be set for each item?
No, the warehouse is set in the requisition data for all items.