How to import an incoming invoice from Excel: step-by-step instructions

Importing a goods receipt invoice from Excel into the Torgsoft software is one of the most effective tools that allows you to fill your warehouse with thousands of items in just a few minutes instead of weeks of manual entry.

Here is a detailed step-by-step guide on how to properly prepare the file and import products.

Step 1. Preparing the Excel file

Before starting the import, it is important to properly prepare the supplier’s price list:

1. File format. Save the document in .xls (Excel 97-2003) or .xlsx format. Important: the table must not contain merged cells, otherwise the software may incorrectly recognize the columns.

2. Text data format. To avoid errors during upload, especially for barcodes and item codes that may contain both numbers and letters, it is strongly recommended to convert all table cells to text format. Torgsoft technical specialists recommend using a special Excel macro for this, which mass-adds an apostrophe before the number. (Macro code: For Each cell In Selection: cell.Value = "'" & cell.Value: Next:).

3. Separating characteristics. If the supplier’s file contains the name, color, size, and material in one cell, they must be split into separate columns for correct import into the product card.

Step 2. Creating the goods receipt invoice header

1. In the main Torgsoft menu, go to Document ➔ Goods Receipt.

2. Click the Add button (or "New Receipt").

3. Fill in the main invoice parameters: select the Supplier, specify the Currency. If you are entering products for the first time, for example when starting automation, you can tick the Opening Stock checkbox.

4. Save the header by clicking Save. After that, in the receipt editing form, click the Import button.

Step 3. Configuring the file connection

In the "Import" window, you need to specify the path to your file:

1. Click the Data Source button.

2. In the properties window, go to the Connection tab, enable the Use connection string switch, and click Build.

3. Click Create and select the Microsoft Excel (*.xls) driver, preferably the one with the largest number of supported extensions.

4. Enter any source name, for example "12", and use the Select workbook button to specify the path to your file on the computer. Click OK.

Step 4. Selecting the data range and import parameters

After connecting the file, you will return to the import window. Here you need to configure the loading logic:

1. Import range. Choose where to take the data from. The simplest and most universal option is Load all data from the sheet. You only need to select the sheet name in the "Table" field. You can also specify a specific cell range, for example A1:Z33, or a named table.

2. Product search parameters. Tell the software how to identify products so that it does not create duplicates. Usually, the first criterion is search by barcode, and the second is by item code or name.

3. General parameters (important checkboxes):

•    Add a new product to the directory — აუცილებლად enable this so that the software creates cards for new items.
•    Generate internal barcodes if missing — the software will automatically assign barcodes to products that do not have them specified in the supplier’s file.
•    Update product parameters — if the product already exists in the database but its description has changed in the file, the software will update the card.

Step 5. Mapping columns (the "Product" tab)

This is the most important stage. Go to the Product tab. Here you need to tell the Torgsoft software which Excel column corresponds to a specific field in the software.

• For example, opposite the "Barcode" field in Torgsoft, select the name of the corresponding column from your Excel file. Do the same for the following fields: "Item code", "Product name", "Quantity", "Purchase price", "Retail price", and so on.

• If you only have the purchase price specified, you can simply enter the markup percentage in the import settings, and Torgsoft will calculate the retail price automatically.

• Parent node (Product type and Manufacturer). If your file does not contain columns with the product category or manufacturer, but the whole invoice contains the same type of product, for example only "Men’s jackets" from the manufacturer "Nike", you can specify them in the "Parent node of product type" and "Parent node of manufacturer" fields. Then all products from the file will automatically be assigned to this category.

• Tip. On the same tab, there are "Round" switches next to the price fields. If you enable them, the calculated retail prices will be automatically rounded to whole numbers.

Step 6. Completing the import

After you have mapped all the required fields, click the Save button. The upload time will depend on the number of items. The software will process the file, create new product cards or update existing ones, generate barcodes, and add all items to your goods receipt invoice.

Additional option. During import from Excel, you can also upload product photos in bulk. To do this, you need to insert images directly into Excel cells, the image must stay strictly within the cell boundaries and be the only object in it, or specify a URL or a local path on the computer to the image files.