Import Purchase and Sales Invoices in Unisolve

Import Purchase and Sales Invoices in Unisolve

How to Import Purchase and Sales Invoices from Excel in Unisolve


Importing invoices directly from Excel into Unisolve helps streamline your workflow, eliminates manual data entry errors, and saves significant time when managing large volumes of transactions.

This guide provides a complete, step-by-step walkthrough to successfully import purchase and sales data using the built-in import utilities.

Step 1: Open the Import Invoice Utility

  • Open Unisolve and navigate to System > Import/Export.
  • Select Import Purchase Invoice (Multiple) to import purchase invoices from an Excel file.

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Step 2: Select Your Excel File and Map Parties

In the first tab (1. Import Invoice), you will define your source file and link supplier/customer details:
  • Import From Path: Click the browse button (...) and select your Excel spreadsheet (e.g., PURCHASE.xlsx).

  • Click on Get Data to load the records from your spreadsheet.

  • Party Name Column: Choose the corresponding column header from your Excel sheet that contains the supplier or customer names.

  • The system will match your Excel entries with your master database. If any party names differ, use the Link Party option to correctly map external names to your Unisolve ledger codes.

  • Click Next to proceed.

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Step 3: Map Invoice Headers

  • Navigate to the 2. Map Invoice(Header) tab to map your spreadsheet header columns with Unisolve fields.
  • Set Map Invoice No. to your Excel’s bill number column and Invoice Date to your invoice date column, with optional mapping for LR No. and LR Date.

  • Configure additional options such as Entry Date, Party Name, TaxType, Method, Import As (e.g., Purchase Invoice Inv), and Series, along with checkboxes like Consider Margin in Rate, Use Purchase Rate as Sales Rate, Use MRP as Sales Rate, and Update Sales Scheme.

  • Click the Get Invoices button to fetch and display the parsed list of invoices in the lower grid view.

  • Verify the loaded list showing Invoice No., Invoice Date, and Code/Name/GSTNo, then click Next to proceed.


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Step 4: Map Invoice Details (Item Level)

In the third tab (3. Map Invoice(Detail)), configure how individual line items and inventory fields are read:

  • Map your Excel columns to Unisolve fields, including:

    • Product Code / Item Code

    • Name / Item Name

    • Batch No. and Batch Expiry (EXP)

    • Qty and Free Qty

    • MRP, Rate, Discount and HSN Code.


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  • If your item codes differ between your import file and Unisolve master codes, a prompt (Specify the Correct Codes to Merge Them) may appear allowing you to reconcile item mismatches.


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  • Once all fields and item mappings are verified, click Import Invoices.


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Step 5: Finalize and Verify

  • A confirmation message (Import Completed) will pop up once the process finishes successfully.


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  • You can now cross-verify your imported entries by opening the voucher screen (e.g., Purchase Invoice (F11)) to ensure all items, batches, quantities, and net amounts reflect accurately.


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Note: The same process applies for importing Sales Invoices from Excel. To import sales invoices, go to System > Import/Export > Import Formats and select Import Sales Invoice(Multiple).


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