{"id":24948,"date":"2024-12-09T08:59:37","date_gmt":"2024-12-09T08:59:37","guid":{"rendered":"https:\/\/docs.daftra.com\/user_manual\/%d8%a7%d8%b3%d8%aa%d9%8a%d8%b1%d8%a7%d8%af-%d8%a8%d9%86%d9%88%d8%af-%d8%a7%d9%84%d8%a5%d8%b4%d8%b9%d8%a7%d8%b1-%d8%a7%d9%84%d9%85%d8%af%d9%8a%d9%86-%d9%84%d9%84%d9%85%d8%b4%d8%aa%d8%b1%d9%8a%d8%a7\/"},"modified":"2026-01-11T06:24:26","modified_gmt":"2026-01-11T06:24:26","slug":"importing-purchase-debit-note-items-from-an-excel-file","status":"publish","type":"user_manual","link":"https:\/\/docs.daftra.com\/en\/user_manual\/importing-purchase-debit-note-items-from-an-excel-file\/","title":{"rendered":"Importing Purchase Debit Note Items from an Excel File"},"content":{"rendered":"<section class=\"wpb-content-wrapper\"><p>[vc_row][vc_column][vc_column_text css=&#8221;.vc_custom_1733912957281{margin-left: 200px !important;}&#8221;]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&#8217;t need to enter each item\u2019s 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.[\/vc_column_text][vc_custom_heading text=&#8221;Notes Regarding the Excel File&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1733912940595{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][vc_column_text css=&#8221;.vc_custom_1733913123144{margin-left: 200px !important;}&#8221;]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:<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Ensure that the products you want to import from the Excel file already exist in the system; otherwise, they won\u2019t 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\u2019t be recognized.<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\">The purchase debit note data in the Excel file should be displayed in a specific format, as follows:\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\">Column 1: &#8220;<strong>Product Name<\/strong>&#8221; or &#8220;<strong>Product Code<\/strong>&#8220;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\">Column 2: &#8220;<strong>Quantity<\/strong>&#8220;<\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\">Column 3: &#8220;<strong>Price<\/strong>&#8220;<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-24898 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/xcel.png\" alt=\"\" width=\"1365\" height=\"695\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/xcel.png 1365w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/xcel-300x153.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/xcel-1024x521.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/xcel-768x391.png 768w\" sizes=\"auto, (max-width: 1365px) 100vw, 1365px\" \/>[\/vc_column_text][vc_custom_heading text=&#8221;Importing Data to the Purchase Debit Note Screen&#8221; font_container=&#8221;tag:h2|font_size:28|text_align:center|color:%2304306b|line_height:2&#8243; use_theme_fonts=&#8221;yes&#8221; css=&#8221;.vc_custom_1733913166834{margin-left: 200px !important;background-color: #f6f9fc !important;border-radius: 4px !important;}&#8221;][\/vc_column][\/vc_row][vc_row][vc_column][vc_column_text css=&#8221;.vc_custom_1768112649930{margin-left: 200px !important;}&#8221;]After considering the previous two points, let\u2019s now move on to the steps for transferring products from the Excel file to the purchase debit note screen in your account.<\/p>\n<p><strong>Step 1: Create a New Purchase Debit Note<\/strong><\/p>\n<p>Follow the usual steps to create a new purchase debit note as follows:<\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\">Click on &#8220;<strong>Purchases<\/strong>&#8221; from the main menu, then click on &#8220;<strong>Debit Notes<\/strong>,&#8221; and then click the &#8220;<strong>Add Purchase Debit Note<\/strong>&#8221; button.<\/li>\n<\/ul>\n<p>Enter the &#8220;<strong>Supplier Data<\/strong>&#8221; and the main debit note details, using the guide for <a href=\"https:\/\/docs.daftra.com\/en\/user_manual\/issuing-credit-notes-and-refund-receipts-for-purchase-invoices\/\">creating a purchase debit note<\/a>.<\/p>\n<p><span style=\"font-weight: 400;\"><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-44175 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/Debit-Note.png\" alt=\"\" width=\"1366\" height=\"567\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/Debit-Note.png 1366w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/Debit-Note-300x125.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/Debit-Note-1024x425.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/Debit-Note-768x319.png 768w\" sizes=\"auto, (max-width: 1366px) 100vw, 1366px\" \/><\/span><\/p>\n<p>As shown in the previous purchase debit note screen, we selected the supplier &#8220;<strong>Supplier A<\/strong>.&#8221; In the second step, we will add the debit note items by copying the data from the Excel file.<\/p>\n<p><strong>Step 2: Copy Products from the Excel File to the Purchase Debit Note Screen<\/strong><\/p>\n<p>To copy the purchase debit note item data from the Excel file all at once, follow these steps:<\/p>\n<ul>\n<li>Click on the &#8220;<strong>Arrow<\/strong>&#8221; next to the &#8220;<strong>Add<\/strong>&#8221; button.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-32961 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/87ihyu.png\" alt=\"\" width=\"1090\" height=\"277\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/87ihyu.png 1090w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/87ihyu-300x76.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/87ihyu-1024x260.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/87ihyu-768x195.png 768w\" sizes=\"auto, (max-width: 1090px) 100vw, 1090px\" \/><\/p>\n<ul>\n<li>Click on &#8220;<strong>Paste form Sheet.<\/strong>&#8220;<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-32963 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/tg6807hiu.png\" alt=\"\" width=\"1015\" height=\"277\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/tg6807hiu.png 1015w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/tg6807hiu-300x82.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/tg6807hiu-768x210.png 768w\" sizes=\"auto, (max-width: 1015px) 100vw, 1015px\" \/><\/p>\n<ul>\n<li><span style=\"font-weight: 400;\">The following floating screen will appear.<\/span><\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-24913 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/oiag.png\" alt=\"\" width=\"1366\" height=\"598\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/oiag.png 1366w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/oiag-300x131.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/oiag-1024x448.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/oiag-768x336.png 768w\" sizes=\"auto, (max-width: 1366px) 100vw, 1366px\" \/><\/p>\n<ul>\n<li>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.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-24916 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/iudaf.png\" alt=\"\" width=\"1366\" height=\"652\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/iudaf.png 1366w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/iudaf-300x143.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/iudaf-1024x489.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/iudaf-768x367.png 768w\" sizes=\"auto, (max-width: 1366px) 100vw, 1366px\" \/><\/p>\n<ul>\n<li>Then, paste it into the floating screen for adding the purchase debit note data, as shown in the following image.<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-24926 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/iupg.png\" alt=\"\" width=\"1366\" height=\"575\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/iupg.png 1366w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/iupg-300x126.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/iupg-1024x431.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/iupg-768x323.png 768w\" sizes=\"auto, (max-width: 1366px) 100vw, 1366px\" \/><\/p>\n<ul>\n<li>Once you click on &#8220;<strong>Paste<\/strong>,&#8221; ensure that all the purchase debit note item data has been added correctly, then click on &#8220;<strong>Import<\/strong>.&#8221;<\/li>\n<\/ul>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-24930 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/kjgd.png\" alt=\"\" width=\"1366\" height=\"599\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/kjgd.png 1366w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/kjgd-300x132.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/kjgd-1024x449.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/kjgd-768x337.png 768w\" sizes=\"auto, (max-width: 1366px) 100vw, 1366px\" \/><\/p>\n<ul>\n<li>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.<\/li>\n<li>After clicking on &#8220;<strong>Import<\/strong>,&#8221; 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.<img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-32965 size-full\" src=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/y8oiu.png\" alt=\"\" width=\"1199\" height=\"598\" srcset=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/y8oiu.png 1199w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/y8oiu-300x150.png 300w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/y8oiu-1024x511.png 1024w, https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/y8oiu-768x383.png 768w\" sizes=\"auto, (max-width: 1199px) 100vw, 1199px\" \/><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\">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\u2019s saving with printing or saving only.<\/li>\n<\/ul>\n<p>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.[\/vc_column_text][\/vc_column][\/vc_row]<\/p>\n<\/section>","protected":false},"author":13,"template":"","categories":[2188,2196],"tags":[7631,7632],"class_list":["post-24948","user_manual","type-user_manual","status-publish","hentry","category-purchases","category-purchase-invoices","tag-import-from-excel","tag-paste-from-sheet"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.8 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Importing Purchase Debit Note Items from an Excel File - Daftra Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/user_manual\/importing-purchase-debit-note-items-from-an-excel-file\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Importing Purchase Debit Note Items from an Excel File - Daftra Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"[vc_row][vc_column][vc_column_text css=&#8221;.vc_custom_1733912957281{margin-left: 200px !important;}&#8221;]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&#8217;t need to enter each item\u2019s details individually. Instead, you can follow simple steps to transfer all the data from the Excel file directly into the debit [&hellip;]\" \/>\n<meta property=\"og:url\" content=\"https:\/\/docs.daftra.com\/en\/user_manual\/importing-purchase-debit-note-items-from-an-excel-file\/\" \/>\n<meta property=\"og:site_name\" content=\"Daftra Knowledge Base\" \/>\n<meta property=\"article:modified_time\" content=\"2026-01-11T06:24:26+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/xcel.png\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebSite\",\"@id\":\"https:\/\/docs.daftra.com\/#website\",\"url\":\"https:\/\/docs.daftra.com\/\",\"name\":\"Daftra Knowledge Base\",\"description\":\"Daftra\",\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\/\/docs.daftra.com\/?s={search_term_string}\"},\"query-input\":\"required name=search_term_string\"}],\"inLanguage\":\"en-US\"},{\"@type\":\"ImageObject\",\"@id\":\"https:\/\/docs.daftra.com\/en\/user_manual\/importing-purchase-debit-note-items-from-an-excel-file\/#primaryimage\",\"inLanguage\":\"en-US\",\"url\":\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/xcel.png\",\"contentUrl\":\"https:\/\/docs.daftra.com\/wp-content\/uploads\/2024\/12\/xcel.png\",\"width\":1365,\"height\":695},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/docs.daftra.com\/en\/user_manual\/importing-purchase-debit-note-items-from-an-excel-file\/#webpage\",\"url\":\"https:\/\/docs.daftra.com\/en\/user_manual\/importing-purchase-debit-note-items-from-an-excel-file\/\",\"name\":\"Importing Purchase Debit Note Items from an Excel File - Daftra Knowledge Base\",\"isPartOf\":{\"@id\":\"https:\/\/docs.daftra.com\/#website\"},\"primaryImageOfPage\":{\"@id\":\"https:\/\/docs.daftra.com\/en\/user_manual\/importing-purchase-debit-note-items-from-an-excel-file\/#primaryimage\"},\"datePublished\":\"2024-12-09T08:59:37+00:00\",\"dateModified\":\"2026-01-11T06:24:26+00:00\",\"breadcrumb\":{\"@id\":\"https:\/\/docs.daftra.com\/en\/user_manual\/importing-purchase-debit-note-items-from-an-excel-file\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\/\/docs.daftra.com\/en\/user_manual\/importing-purchase-debit-note-items-from-an-excel-file\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\/\/docs.daftra.com\/en\/user_manual\/importing-purchase-debit-note-items-from-an-excel-file\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\/\/docs.daftra.com\/en\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Importing Purchase Debit Note Items from an Excel File\"}]}]}<\/script>\n<!-- \/ Yoast SEO plugin. -->","yoast_head_json":{"title":"Importing Purchase Debit Note Items from an Excel File - Daftra Knowledge Base","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/docs.daftra.com\/en\/user_manual\/importing-purchase-debit-note-items-from-an-excel-file\/","og_locale":"en_US","og_type":"article","og_title":"Importing Purchase Debit Note Items from an Excel File - Daftra Knowledge Base","og_description":"[vc_row][vc_column][vc_column_text css=&#8221;.vc_custom_1733912957281{margin-left: 200px !important;}&#8221;]The system allows you to import data for a purchase debit note with multiple items from an Excel file in one go. 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