Importing Purchase Debit Note Items from an Excel File

The system allows you to import data for a purchase debit note with multiple items from an Excel file in one go. This means you don’t need to enter each item’s details individually. Instead, you can follow simple steps to transfer all the data from the Excel file directly into the debit note. The following sections will guide you through these steps with an illustrative example.

Before starting, you need to have an Excel file containing the debit note 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 from what is in the system, it won’t be recognized.
• The purchase debit note 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“

After considering the previous two points, let’s now move on to the steps for transferring products from the Excel file to the purchase debit note screen in your account.

Step 1: Create a New Purchase Debit Note

Follow the usual steps to create a new purchase debit note as follows:

• Click on “Purchases” from the main menu, then click on “Debit Notes,” and then click the “Add Purchase Debit Note” button.

Enter the “Supplier Data” and the main debit note details, using the guide for creating a purchase debit note.

As shown in the previous purchase debit note screen, we selected the supplier “Supplier A.” In the second step, we will add the debit note items by copying the data from the Excel file.

Step 2: Copy Products from the Excel File to the Purchase Debit Note Screen

To copy the purchase debit note item data from the Excel file all at once, follow these steps:

• Click on the “Arrow” next to the “Add” button.

• Click on “Paste form Sheet.“

• The following floating screen will appear.

• Now, all we need to do is select the purchase debit note 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 debit note data, as shown in the following image.

• Once you click on “Paste,” ensure that all the purchase debit note item data has been added correctly, then click on “Import.”

• As we can see in the previous image, all the purchase debit note item data has been added at once, without the need to copy and paste each item individually or manually add them from the debit note screen.
• After clicking on “Import,” the system will automatically return us to the purchase debit note 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 debit note, such as additional products or payments, settlement, and shipping details. After ensuring the accuracy of all the purchase debit note data, save the debit note using your preferred saving method, whether it’s saving with printing or saving only.

This way, you have successfully imported the purchase debit note item data in bulk to the debit note screen. This feature is particularly useful when the debit note includes many items, and the data is available in an Excel file, saving you the effort of manually adding each item individually.