Importing Product Sales
  • 25 Sep 2024
  • 5 Minutes to read
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Importing Product Sales

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Article summary

You can easily import product to Nexudus.

Click on each of the steps below for step-by-step instructions.

Step 1. Downloading the template

The first step of the process is to download the import template you'll use to add customers. You can get this template from Settings > Imports on the Admin Panel.

  1. Log in to dashboard.nexudus.com if you aren't already.

  2. Click Settings > Imports.

  3. Click on the Product sales tab.

  4. Click on Download template.

The download should only take a few seconds. You'll find the template file in the Downloads folder of your device.


Step 2. Editing the template

The second step is to add your data to the import template. The example below illustrates how to do this in Excel, but you can use any spreadsheet tool that can open and edit CSV files.

  1. Open the import template file you've downloaded in Step 1.

You should see the column headers in row 1 and a few rows of dummy data underneath.

ProductSalesImport_Example

  1. Add your space's data in each column following the dummy data's template.
Need to include multiple products on the same invoice?

Add each product sale as its own row, making sure they all have identical details in the following columns:

  • Location
  • InvoiceNumber
  • Email
  • Date
  • DueDate

If the invoice has already been paid, make sure all the relevant rows also have identical details in the following columns:

  • PaidOnDate
  • PaymentReference
  • PaymentDescription
  1. Remove the dummy data rows from the import template, making sure you don't remove any of the column headers.
  2. Save your changes.
Always save your file as a CSV UTF-8 file.

Imports_SaveFormat

You're now ready to format your data before the reupload.


Step 3. Formatting your template

The third step is to ensure your template is properly formatted for a successful import in Nexudus. Make sure you over the following formatting elements before uploading your import template.

Date Columns

All columns that include a date should be set to the yyyy-mm-dd hh:mm format. This format isn't available by default in most spreadsheet tools, but you can add this custom format to your date columns in a few clicks.

Here's how to do it in Excel:

  1. Select the entire date column in your import template.
  2. Right click the column.
  3. Select Format cells.
  4. Click Custom.
  5. Add yyyy-mm-dd hh:mm in the Type field.
  6. Click OK.

The dates in your column should now appear in the right format, for example 2021-10-11 16:00. Repeat the process for every column that includes a date in your import template.

YES or NO Columns

All columns that include YES or NO should always be uppercase.

Address Columns

If your file includes an Address columns, make sure the addresses are between double brackets when they contain one or multiple commas.

For example if your address is 12 Street, XYZ Building, City, you should make sure it is added as "12 Street, XYZ Building, City" in your template.

Columns Including Existing Nexudus Items

All columns that include the name of items that already exist in your Nexudus account must always be an exact match in your import file. The spelling is case-sensitive and includes spacing.

For example, if a product's name in Nexudus is Notepad, the product name in your import file must be Notepad. Using alternative spellings such as Note Pad or notepad will result in an import failure.

Don't reopen your import file once you've saved all your changes and closed the file.

Doing so will automatically reset the custom date format you've defined and you'll need to reformat the date columns a second time.


Step 4. Uploading the edited template

The last step of the data import process is simply to upload your edited import template file back in Nexudus.

  1. Log in to dashboard.nexudus.com if you aren't already.

  2. Click Settings > Imports.

  3. Click the tab that corresponds to your edited import template file.

  4. Click Select file.

  5. Select your edited import template file.

  6. Click Open.

The larger your file is, the longer it will take to upload.

  1. Click Load preview.

  2. Click Import data.

You've successfully imported your data into Nexudus.

Couldn't complete the import?

Check out our article on Troubleshooting Import Errors or get in touch with us at support@nexudus.com.


Import columns explained

ColumnDetailsFormatRequired or Optional
LocationLocation where the invoice is created.Must be an exact match (case and spelling) with your location on the Admin Panel.Required
InvoiceNumberInvoice referecne as you want to see it displayed on the Admin Panel.Required
ProductNameName of the product you're invoicingMust be an exact match (case and spelling) with your product on the Admin Panel.Required
EmailEmail of the customer invoiced. The customer must already exist in Nexudus.Must be an exact match (case and spelling) with the email address of an exisitng customer in your location.Required
ProductQuantiyNumber of units of the product you're selling.Required
ProductNotesAny notes you'd like to add to the product sold.Optional
LineDescriptionDescription of the product you're selling.Required
LineSubTotalTotal price for the product. Don't forget to take the quantity you added into consideration for that line.Required
LineTaxRateNameName of the tax rate assigned to the product.Leave blank to import the invoice with the default tax rate of your location.Optional
PaidOnDateDate when the invoice was paid. Leave blank to import the invoice as unpaid.yyyy-mm-dd hh:mm Required if the customer already paid for the invoice.
PaymentReferenceReference of the payment for the invoice if it's already paid.-Required only if the customer already paid for the invoice.
PaymentDescriptionDescription of the payment if the customer already paid for the invoice.-Optional
PaidAmountAmount paid for the invoice. If this amount is lower than the invoice's total, the invoice is imported as partially paid.-Required
LineFinancialAccountCodeCode of the financial account associated with the product sold.Must be an exact match with the code of the financial account assigned to the product's location on the Admin Panel.Optional
DateDate when the invoice was created.yyyy-mm-dd hh:mm Required
DueDateDate when the invoice became due.yyyy-mm-dd hh:mm Required
SaleDateDate when the products were sold to the customer.yyyy-mm-dd hh:mm Optional
InvoiceNowWhether or not the invoice should be issued if the invoice date is set to a future date.YES or NOOptional
SendByEmailWhether or not the customer should receive the invoice by email.YES or NORequired

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