This chapter focuses on a specific example of importing from Excel into the Purchase Orders register. For general principles of Excel imports, we recommend reading the first chapter - Introduction. Excel imports are available for the Business and Premium plans.
Purchase order imports are available in the Tools module (Tools -> Import -> Import from Excel -> Purchase Orders).
Recommendation: If you already have existing orders in Flexi that are similar to the order you intend to import, you can use the exported Excel file of an existing order as a template for the import. You can export to Excel using the double-arrow icon.
You will then need to select the columns to export and check the option - Export in a format suitable for import.
We will now proceed to importing a specific Purchase Order. We will be importing the following file: Obj.Přijaté_vzor.xlsx
Since the Excel file contains column headers, check the option "Ignore first row (column names)" when selecting columns.
Warning: The order of the columns selected for import must exactly match the order of the columns in the Excel file.
Document type - refers to the type of the given order; enter the code of the relevant type (apply the same approach when entering values from lookup lists).
Internal number - the internal number of the given order. Required field.
Issue date - enter in the format DD.MM.YYYY (e.g. 01.10.2022).
Ordered date - enter in the format DD.MM.YYYY (e.g. 01.10.2022).
Due date - enter in the format DD.MM.YYYY (e.g. 01.10.2022).
Company name or person's name - company name, text string (if the "Company" column is filled in, this field will be populated automatically based on the address book).
Description - description of the invoice, text string (max. length 255).
Total incl. VAT - standard rate (CZK) - represents the total value of the order including the standard VAT rate in the home currency.
Currency - the invoice currency; refers to the currency lookup list (enter the code). If the invoice is in the home currency, this field does not need to be filled in.
Payment method - the payment method; refers to the payment method lookup list (enter its code).
Cost center - refers to the cost center in the lookup list; as with the document type, enter its code/abbreviation.
Job/Project - select from the lookup list of recorded jobs/projects.
Note - additional description for the order.
Responsible person - enter the user who is responsible for the given order.
Quote/invoice document type - the drop-down list displays values recorded under Sales – Document Types – Purchase Order Types.
Document status - indicates the status of the order (for more details, see here).
All properties of the purchase orders register can be found at:
https://demo.flexibee.eu/c/demo/objednavka-prijata/properties
After selecting the relevant columns, click the "Ok" button and a table will appear showing the data types of the selected columns and their properties.
After clicking the "OK" button, select the file to import and confirm your agreement to import the records.
If the order import was successful, the newly imported orders will appear in the Purchase Orders register.
If the import fails and the Excel file needs to be corrected, a window should appear displaying the specific errors, or optionally the option to send an error report to Flexi support.