Import suppliers from Excel

If you have many suppliers, for example when you move from another system, import them from an Excel file instead of adding each supplier by hand. The page can also load a pharmacy's suppliers as sample data.

Go to Purchases section › Import Suppliers. You need permission to add suppliers.

Steps

1. Click Download Template. The file has two sheets:
   • Suppliers: empty, with the column names in the first row. Fill this one. The Country, City, Category, DrCr and Currency columns offer your names in drop-downs.
   • Sample: the suppliers of a small pharmacy (medicine distributors and scientific offices, medical supplies, and the shop's services such as rent, generator and internet), to see how the rows are filled and to copy from.
2. Fill one row per supplier on the Suppliers sheet. Don't rename the column names in the first row.
3. Choose the Project. Every imported supplier, and its opening balance entry, gets this project.
4. Upload the file (.xlsx, up to 5 MB and 5000 rows). Every row is checked straight away and shows Ready or the problems found, for example Mobile: Phone number must be 11 digits, like 0770XXXXXXX. (0750123). Nothing is saved yet.
5. When every row is ready, click Import. All suppliers are saved together and get their codes automatically, in the same format as a supplier added by hand. If anything fails, nothing is saved.

If a row needs a category or currency that doesn't exist yet, add it in the app, then click Check again. You don't need to upload the file again. To fix anything else, correct the file and upload it again.

Columns

Suppliers have no credit limit, so the template has no CreditLimit column.

Type amounts with a dot for decimals (1500.50).

Opening balances

An opening balance is posted the same way as on the supplier page: the supplier's account (Accounts Payable) against Opening Balance Equity, dated today, in the current financial year. So when any row has an opening balance, today's month must be open, and the Accounts Payable and Opening Balance Equity accounts must be set in Ledger configuration. The opening balance is paid later from Payments Made, like a bill.

Checks

• Plan: the import is blocked when your suppliers plus the rows in the file would be more than your plan allows.
• Project: a project must be chosen.

Sample data

Load sample data shows the sample suppliers in the preview: 24 suppliers of a pharmacy, for example medicine distributors in Erbil, Baghdad and Basra, a cold-chain supplier for insulin and vaccines, medical devices, baby care and skin care wholesalers, a packaging and a print house, the building owner, the neighbourhood generator, a POS system and an internet provider. Most have an opening balance in Iraqi dinars that you owe them (Cr); the maintenance company was paid in advance (Dr). They use your default category. Click Import to add them. The same suppliers are used by the sample data of Import expenses and Import asset bills, so import them first if you want to try those.

Load sample data is on free plans (Demo and Training) only. On a paid plan the button is hidden; the template's Sample sheet is still there to copy rows from.

If your base currency is not IQD, the sample amounts are in IQD when multi-currency is on and IQD is one of your currencies. Otherwise they are in your base currency, divided by 1000.

The sample suppliers are real suppliers in your books. Import them only in a company you use for practice.