This article explains how to create an import file in Excel and upload it to the Flexi web interface. Stock cards can be imported from Excel in the same way as in the desktop application.
Import allows you to:
insert new records,
or bulk edit existing documents.
💡 We recommend first reading the general article on Excel imports in the web interface.
Importing stock levels
Importing stock levels to stock cards is meant purely for setting up opening balances on a stock card. Any subsequent stock updates should be made directly in the application using receipts/issues, or by importing receipt/issue items. However, if the stock card already contains a balance, the import will only add the corresponding value (the difference).
When importing opening balances, i.e., specifying the stock level in units of measure in the imported file, a receipt document will be generated with the quantity specified for the given item.
If you only need to import in order to update the stock card, e.g., to update the minimum quantity, you can perform the import without the columns that affect stock levels.
Import types
After clicking "Import from Excel", it's important to know which type of file you're uploading:
Basic import – document headers only (e.g., receipt/issue).
Extended import – document header and items at the same time.
After uploading, Flexi displays a column overview:
left column = column names from Excel,
right column = corresponding field in Flexi.
These columns need to be checked and, if necessary, supplemented. If a column is missing, it can be added via Advanced options. If the columns are not named using the machine name of the given record type, the target column in Flexi must be assigned manually. Otherwise, it will be determined automatically.
Sample file
A sample file may look like this, for example:
Import file columns
Below are the columns that are typically used for the import. Some of them are mandatory.
Price list
Code/abbreviation of the given price list item. Any abbreviation up to 64 characters. Mandatory field for both creating and updating a record.
Found in the Goods → Price List record type.
Stock cards can only be imported if the code refers to an existing price list item.
Warehouse
Code/abbreviation of the given warehouse. Any abbreviation up to 20 characters. Mandatory field for both creating and updating a record.
Found in the Goods → Warehouse List record type.
Accounting period
Code/abbreviation of the given accounting period. This is usually the year itself, e.g.,
2022. Mandatory field for both creating and updating a record.Found under Company → Change/Add Accounting Period → Manage Accounting Periods.
Opening balance – quantity
Determines the stock level (in units of measure) on the stock card once the opening balance import is completed. A receipt document will be generated with the specified quantity. Mandatory field if you are specifying an opening balance.
Opening balance – price per unit
Determines the average price on the stock card. The stock value in CZK will be calculated automatically by multiplying the quantity by the price per unit.
Opening balance – issue date
Determines the date on which the receipt document for setting up the opening balance will be created. This is usually the first day of the relevant accounting period (e.g., 01.01.2022). Mandatory field if you are specifying an opening balance.
Opening balance – document type
Determines which stock document type will be used to create the receipt. You enter the code of the relevant document type. Mandatory field if you are specifying an opening balance.
Stock level in units
The current stock level of the given item.
Enter only the number; the unit of measure will be taken from the price list card.
Min. stock (units)
The minimum quantity to be kept in stock. Used to check outgoing orders, where items can be ordered up to the minimum stock level.
Can be used together with the order to minimum feature.
Description
Text description of the item (max. 255 characters).
Location
Code of the warehouse location.
Found in the Goods → Warehouse Locations record type. It must refer to an existing record.
You can find all properties of the stock card record type at:
How to determine the correct field format
In the web interface, you can add further columns via the settings in the bottom right corner. The easiest way to determine the format of individual fields is to use the Export to Excel function in a format suitable for importing into Flexi. This gives you a template that shows you the correct column names and structure.
Import procedure
Now let's look at importing a file containing data to create two new stock cards with an opening balance.
The import option can be found directly in the stock cards agenda, at the bottom:
The Excel import shows a window for selecting a file, or you can drag and drop the file from a folder on your PC. Clicking on the field also opens the file selection window:
The Excel file will be structured as follows:
After uploading, check the column assignments:
First, a test import is performed to verify that the data has been entered correctly. A single import can both update and create data.
After checking, you can import the file by clicking the "Import" button at the bottom right. A confirmation window will appear indicating whether the import was successful.
Once the import has been completed successfully, a receipt document will be created for the corresponding quantity of units.
Editing existing records
If you want to modify existing stock cards, Flexi offers two ways to identify the record.
By the combination of Price List, Warehouse, and Accounting Period
This combination of three values uniquely identifies a stock card. If you include it in the file, Flexi will find and update the corresponding card.
By the ID column
The second option is to add an ID column to Excel. ID is a unique record identifier in Flexi, and the system uses it to recognize that an existing record should be edited rather than a new one created.
The easiest way to find out the ID is to export the records from Flexi to Excel. The ID is included in the export, and you can then use it for editing.
⚠️ If you provide neither the ID column nor the full combination of Price List, Warehouse, and Accounting Period, Flexi will always create a new record.
💡 If you are only changing some of the data, you don't need to fill in all the columns. Just keep the record identification and the columns with the data you want to change.