Import
Menu path: /utilities/importLoad items, customers, suppliers, warehouses, locators and opening stock into DesiERP from a CSV or Excel file, instead of typing them one by one. Useful when you start on DesiERP or move data from another system.
How to use it
- In step 1 (Choose data), pick what you are importing: Products, Customers, Suppliers, Warehouses, Locators or Opening Stock. The Column guide on the right shows the columns for that type.
- Click Template (CSV) or Template (Excel) to download a file with the right column headings and one sample row. Fill in your data below the heading row.
- Choose Skip existing or Update existing to decide what happens to rows that match a record already in DesiERP, then click Next.
- In step 2 (Upload), drop your file on the box or click to choose it (CSV or .xlsx, up to 5 MB and 5,000 rows), then click Check file.
- In step 3 (Review), read the totals (Rows in file, Valid, With errors, New, Existing). Switch between First 50 rows and Rows with errors to see each row's result and problems.
- Click Import and confirm. Rows with errors are left out; the rest are saved.
- In step 4 (Result), see how many rows were Added, Updated, Skipped and Failed. If some failed, click Download error report, correct those rows and import that file again.
Fields on this screen (86)
| Field | Type | What to enter |
|---|---|---|
| Import data | ||
| What to importRequired | dropdown | Pick one tile: Products, Customers, Suppliers, Warehouses, Locators or Opening Stock. Each tile shows how existing records are matched (for example, Products are matched by SKU, or by item name when SKU is blank). The choice changes the template and the Column guide. |
| Existing records | toggle | Skip existing (default): rows that match a record already in DesiERP are left out. Update existing: matching records are updated, and blank cells keep the current value. You can change this again on the Review step before importing. |
| FileRequired | file | A CSV or Excel (.xlsx) file, up to 5 MB and 5,000 data rows. The first non-blank row must be the heading row. Headings are matched to the template columns by name, ignoring case and spaces, and common alternative names are accepted (for example 'GST No' for GSTIN, 'Pin Code' for Pincode). Columns that match nothing are ignored and listed on the Review step. Two columns that mean the same thing are refused. |
| Column guide: Products | ||
| Item NameRequired | text | Name of the item, up to 255 characters. Used to match an existing item when SKU is blank. |
| SKU | text | Item code, up to 100 characters. Used first to find an existing item. Blank gives the next PRD- number for a new item. |
| Barcode | text | Must not be used by another item. |
| HSN Code | text | 4, 6 or 8 digits. |
| CategoryRequired | text | Name or code of a category that already exists in DesiERP. |
| Brand | text | Name of a brand that already exists in DesiERP. |
| UOMRequired | text | Unit of measure: PCS, KG, GRAM, LITRE, ML, BOX, PACK or a unit you already use. |
| Item Type | text | Product, Service or Consumable. Default Product. |
| Cost PriceRequired | number | Purchase cost, a number above 0. |
| Selling PriceRequired | number | Sale price, a number above 0. |
| Offer Price | number | A number, 0 or more. |
| Tax Rate % | number | GST slab such as 0, 5, 12, 18 or 28. Blank uses the rate of the item's HSN code. |
| Tax Type | text | Exclusive or Inclusive (whether the price includes GST). Default Exclusive. |
| Opening Stock | number | Whole number. Used for new items only; the stock of an existing item is changed through the Opening Stock import or a stock adjustment. |
| Re-order Level | number | Whole number. Default 10. |
| Status | text | Active or Inactive. Default Active. |
| Description | text | Free text about the item. |
| Column guide: Customers | ||
| Code | text | Only used to find existing customers. New customers get the next CUST- code automatically. |
| Customer NameRequired | text | At least 3 characters. |
| MobileRequired | text | 10 digits. Used to match an existing customer when Code and GSTIN do not match. |
| text | A valid email address. | |
| GSTIN | text | 15 characters, for example 36ABCDE1234F1Z5. Used to match an existing customer after Code. |
| Address Line 1Required | text | First line of the address. |
| Address Line 2 | text | Second line of the address. |
| Street | text | Street name. |
| CityRequired | text | City name. |
| District | text | District name. |
| StateRequired | text | State name or code, for example Telangana or TG. |
| Country | text | Default India. |
| PincodeRequired | text | 6-digit PIN code. |
| Customer group | text | Name or code of a customer group from Masters > Customer Groups. Blank puts the customer in the default group. |
| Payment Terms | text | A term from Masters > Payment Terms, by name or code, for example Net 30 or IMMEDIATE. |
| Credit Limit | number | A number, 0 or more. |
| Trust Score | number | 1 to 5. Default 5. |
| Status | text | Active or Inactive. Default Active. |
| Notes | text | Free text. |
| Column guide: Suppliers | ||
| Code | text | Only used to find existing suppliers. New suppliers get the next SUP- code automatically. |
| Supplier NameRequired | text | Name of the supplier. |
| Contact Person | text | Person to speak to at the supplier. |
| MobileRequired | text | 10 digits starting with 6, 7, 8 or 9. Used to match an existing supplier when Code and GSTIN do not match. |
| text | A valid email address. | |
| GSTIN | text | 15 characters, for example 36ABCDE1234F1Z5. Used to match an existing supplier after Code. |
| Address | text | Supplier address. |
| City | text | City name. |
| State | text | State name or code, for example Telangana or TG. |
| Vendor group | text | Name or code of a vendor group from Masters > Vendor Groups. Blank puts the supplier in the default group. |
| Payment Terms | text | A term from Masters > Payment Terms, by name or code, for example Net 30 or IMMEDIATE. |
| Credit Limit | number | A number, 0 or more. |
| Opening Balance | number | Amount you owe the supplier at the start. New suppliers only; it is saved as the supplier's outstanding amount. |
| Trust Score | number | 1 to 5. Default 3. |
| Status | text | Active or Inactive. Default Active. |
| Notes | text | Free text. |
| Column guide: Warehouses | ||
| Code | text | Up to 20 characters (A-Z, 0-9, - / _). Used to find an existing warehouse. Blank gives the next WH- code. |
| Warehouse NameRequired | text | 2 to 150 characters. |
| Type | text | MAIN, STORE, COLD, TRANSIT or SCRAP. Default MAIN. |
| Branch | text | Code or name of an existing branch. Blank means company wide. |
| Contact Person | text | Person in charge of the warehouse. |
| Phone | text | 6 to 20 characters: digits, spaces, + ( ) or -. |
| text | A valid email address. | |
| Address Line 1 | text | First line of the address. |
| Address Line 2 | text | Second line of the address. |
| City | text | City name. |
| State | text | State name or code, for example Telangana or TG. |
| Pincode | text | 6-digit PIN code. |
| Country | text | Default India. |
| Capacity | number | A number, 0 or more. |
| Capacity Unit | text | SQFT, SQM, CBM, PALLETS, TONNES or PCS. Needs a Capacity value. |
| Default Warehouse | text | Yes or No. Only one row of the file may be Yes. |
| Status | text | Active or Inactive. Default Active. |
| Notes | text | Free text. |
| Column guide: Locators | ||
| WarehouseRequired | text | Code or name of an existing warehouse that the locator belongs to. This column must be in the file. |
| Code | text | Up to 30 characters (A-Z, 0-9, - / _). Used to find an existing locator in that warehouse. Blank gives the next LOC- code. |
| Locator NameRequired | text | 2 to 150 characters, for example 'Aisle A, Rack 01, Bin 03'. |
| Aisle | text | Up to 20 characters, for example A. |
| Rack | text | Up to 20 characters, for example 01. |
| Bin | text | Up to 20 characters, for example 03. |
| Notes | text | Up to 500 characters. |
| Default | text | Yes or No. Marks the default locator of that warehouse. |
| Status | text | Active or Inactive. Default Active. |
| Column guide: Opening Stock | ||
| SKURequired | text | SKU of an existing item that tracks stock. Items whose stock is not tracked are refused. |
| Item Name | text | For reference only; it is not read. |
| QuantityRequired | number | Whole number, 0 or more. Sets the quantity on hand to this number; DesiERP posts the difference as a stock adjustment. |
| Unit Cost | number | Cost for one unit. Blank uses the item's cost price. |
Columns in the list
Filters and search
Buttons and actions
Good to know
The cards at the top show Imports this month, Rows imported this month and Failed or partial runs this month.
A checked upload waits for 30 minutes. After that, upload the file again before importing.
Opening stock is posted to the branch you are working in (shown on the screen before you import), so it appears in the stock ledger. An item whose quantity is already the same is counted as skipped.
Customers and suppliers are matched by Code, then GSTIN, then Mobile; warehouses by Code; locators by Code inside their warehouse; opening stock by SKU.