Import parties, items and balances from Excel
If your books are already in spreadsheets, you have the easiest migration there is — your data is structured and you do not have to export it from anything. The work is in agreeing what each column means, once.
| Sheet | Rows | Ready | Needs fixing |
|---|---|---|---|
| Parties | 486 | 482 | 4 |
| Items | 1,240 | 1,226 | 14 |
| Opening stock | 1,240 | 1,240 | 0 |
| Opening balances | 486 | 486 | 0 |
What the importer does
Map your columns, not ours
Point each column in your sheet at the field it means. No template to conform to, because the sheet you have is the sheet you have.
Validate before committing
A preview shows what will import and what will not, row by row, with the reason. Nothing is written until you accept it.
Fix and re-run
Correct the eighteen rows it flagged and run it again. The mapping is saved, so the second run is a click.
Balances that must tie
Opening balances are checked to balance before they are accepted, so you cannot import a trial balance that does not.
Stock with quantities and rates
Opening stock per item and per warehouse, valued, so the stock ledger starts correct rather than being corrected later.
GSTIN and TRN checked
Format and check digit validated on import, which usually finds a handful of typos nobody knew about.
How to import from a spreadsheet
- Tidy the sheet lightly. One header row, one record per row. You do not need to reshape it beyond that.
- Map the columns. Once per sheet type. The mapping is remembered.
- Read the preview. Fix what it flags in your own sheet rather than in the system.
- Commit. And reconcile the opening balances against whatever you were using before.
Excel import questions
Does my spreadsheet have to be in a particular format?
No. You map your columns to the fields they mean, so the sheet you already keep is the sheet you import. One header row and one record per row is all the structure required.
What happens to rows with errors?
They are listed in the preview with the reason, and nothing is committed until you accept the import. Fix them in your sheet and re-run — the mapping is saved, so the second attempt takes seconds.
Can I import opening stock as well as balances?
Yes, per item and per warehouse with quantities and rates, so the stock ledger and the balance sheet start in agreement rather than being reconciled a month later.
Will it catch bad GSTINs?
Format and check-digit errors, yes, on import. It is a common and useful side effect — most spreadsheet-kept party lists contain a few.
Related
Import the sheets you already keep
Start free, upload your party and item sheets, and see your own numbers in a real ledger.