In Unisolve and Cross, import Purchases via a CSV file

How to Import Purchase through CSV file in Unisolve / Cross

SWIL


How to Import Purchase through CSV file  


CSV is a simple file format used to store tabular data, such as a spreadsheet or database. Files in the CSV format can be imported to and exported from programs that store data in tables, such as Microsoft Excel or Open Office Calc. CSV stands for "comma-separated values". These days most of the companies are providing purchase invoice as CSV file and you can also provide CSV file to your customers. We have defined a standard format for CSV file but many suppliers may define a different format as well. We have explained how to import invoice CSV file from any supplier into purchase invoice of UNISOLVE.


For CSV import into purchase invoice, please open Purchase menu & select Import Purchase Invoice (CSV(GST)) option. Image as per below:

File list


After open this option software opens some parameters to Import Purchase CSV File in our Software. Following some parameters open by software:


  1. Entry Date: In this caption software auto pick Current Date, If you wants to Import & Enter Purchase Invoice in other Date then please mention Date manually.
  2. Party Name: In this caption you can enter Supplier Name which send you Purchase Invoice CSV file. 
  3. Purchase TaxType: In this caption software auto pick blank TaxType, In that case software auto pick Products Tax Type which you already entered in Product Master. If you wants to enter any TaxType in this caption, then software Import all Products in Single TaxType in Purchase Invoice which you entered in this caption. 
  4. Purchase Method: In this caption software auto pick “General” method. If you want to change this then change as per your requirement. 
  5. Import From: In this caption you can select path which you have saved CSV File which you wants to Import in Purchase Invoice. 
  6. File List: After select Import from Path, please open File List & select particular file which you wants to Import in Purchase Invoice. 
  7. Import As: In this caption software auto shows Purchase Invoice. If you want to Import CSV File in Purchase Challan either Transfer Invoice then please select as per your requirement.  
  8. Import Series: In this caption software auto pick “P” series for Purchase Invoice. If you have used Multiple Series option then mention other series as per your requirement.
  9. Consider Margin in Rate: In this caption, if you enable this then software auto calculate Rate as per set margin in Master.
  10. Use Purchase Rate as Sales Rate: In this caption, if you enable then software auto calculate Sales Rate as per Purchase Rate. By default its disable.
  11. Format Name: In this caption, if your Supplier sends your Purchase CSV File in Standard Format (AIOCD Format) then you are not required to make any selection in this field. If your Supplier sends you Purchase CSV in other format then first you need to set this format using CSV import master in utility menu (explained after this option), then you will be able to import this file using particular CSV Format whenever you Import this Supplier’s Purchase CSV File.

After above process, Software open Product table for mapping with your Product Master. You can map all products with Supplier Products. Image as per below: 


mapping with your Product Master


After that all items in CSV file are imported and entered into Purchase Invoice. You must check your Purchase Invoice (Like: Qty., Purchase Rate, Expiry, Purchase Rate etc.). Import Purchase Invoice (CSV (GST)) option is very useful & time saving. 

Note: Software provides one more option when Import Purchase Invoice “Import Purchase Invoice (CSV)”. This is for without GST CSV file, if any supplier sends Purchase Invoice CSV in old format (Before GST) then please use this option for particular supplier’s invoice.


After this above process you can save your time & import your all Purchases through CSV files. If your Supplier sends your Purchase CSV in other format then please follow following step to create a new CSV import format for this supplier.

How to Create CSV FORMAT 

Some suppliers send invoice CSV file in a format different than AICOD format CSV files for Purchase Import. But Software not Import this & showing wrong data. In this article we have explained you how to add new CSV formats in Unisolve & Cross as per received Purchase CSV Files & Import it in our Software. For this Please used Utility-> Import CSV Master Option. Image as per below:


import CSV master


After open this option software opens some parameters to add CSV format in our Software. Following some parameters open by software. Image as per below:


CSV format


a. Format Name: In this caption you can enter your Format Name. Generally Format Name gave Company Name which Companies Product Import through this. (Like : Cadila, Cipla, USV etc.)

b. Separated By: In this caption software by default pick “,” sign. Comma “,” for CSV file (Comma Separated Files). If you import other files then please enter as per. (Like: | (Pipe Sign) etc.)

c. Import File Path: In this caption you can select path which you have saved Purchase CSV File.

d. … File List: After select Import from Path, Please open File List & select particular file which you want to add Creates CSV Format to Import your Purchase Invoice.

e. Header Exist: In this caption by default you should enabled this. This option is for Header part of CSV Files. (Like: Purchase Invoice No., Purchase Invoice Date etc.)

f. Col Heading: In this caption by default you should Disabled this. Mostly all CSV files without Column Heading. If you have received Purchase CSV File with Heading then please enabled this. (Invoice Heading Like: Invoice Date, Invoice Number, Product Name, Batch No. etc.

g. Footer Exist: In this caption by default you should enabled this. This option is for Footer part of CSV Files. (Like: Net Amount etc.)

After this you can map Purchase CSV File field name with SWIL field. Image as per below: 

Note: In this option Software provides 3 parts. 

a. H (Header Part): In this part you can select Header Part of Purchase Invoice. (Like: Invoice No., Date L.R. No. etc.)

b. T (Transaction Part): In this part you can select Transaction Part of Purchase Invoice. (Like: Product Name, Batch, Expiry Date etc.)

c. F (Footer Part): In this part you can select Footer Part of Purchase Invoice. (Like: Gross Amount, Bill Discount Amount, Net Amount etc.)

Purchase Invoice


After that you can map received Purchase CSV Files files with Swil Field. (Like: Invoice Date mapped with Inv. Date, Purchase Order No. mapped with Cust Ord.  no., Expiry Date mapped with Exp. Date etc.)

Note:  Date filed used Date Format according to received Purchase CSV File. In this many date formats available. When you mention Invoice Date, Expiry Date then Date format mentions this as per Date. (Like: ddmmyyyy, ddmmyy, dd/mm/yyyy, mm-dd-yyyy etc.)


You can get this CSV import format setting done by our Customer Care on chargeable basis. You have to send invoice csv file to us by email, then we will send you a new import format. After that you can Import this format & select this CSV Format when you Import particular Supplier’s Purchase CSV File. To import this format, you have to select import csv format option from utility menu.

utility menu


For How to make CSV format & Import Purchase Invoice through CSV File, you can also watch following video:





If you require support, please read:
How to get online support (Guide & Video)



Thanks



SWIL Team


Unisolve software
​

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