Import and/or export sales items (via price list)

Disclaimer

All screenshots in the article were taken in the Dutch version of Yuki.

Import functionality

The import functionality can be used to import or update sales items in a price list in bulk.

Some drawbacks

 However, there are a few drawbacks:

• In addition to the selected price list, sales items are also imported into the standard price list of the default administration, but not into the standard price list of the selected administration
• If the reference and/or description of the sales item already exists then Yuki will not import the sales item. However, no error message follows.
  However, any adjusted price, VAT code and/or validity date of the respective sales item will be updated in the existing sales item.
• New sales items are automatically linked to the first revenue account and should therefore be adjusted afterwards, if necessary.

Export functionality

The export functionality can be used to export sales items from a price list in bulk. 

Bulk update sales item details

If required, the data in the export file can be changed and then re-imported into the same price list in Yuki. This allows you to bulk update the sales item details in this price list.

Link sales items to price lists in another administration

Exporting and importing sales items can also be used to easily link the sales items in the domain to one or more price lists in another admininstration within the same domain.

Access to Sales items (in price list)
To access:

• click on the Sales icon in the navigation bar
• click on Price lists
• then, in the now-opened screen, click on the description of the price list into which you want to import sales items or from which you want to export sales items.

Import sales items into price list

To import sales items into the price list:

• click on the button with the three dots
• then select the Import menu option from the dropdown menu
  
  

Import file

The import file must meet certain requirements. The following columns must be included in the import file:

• Reference
• Item
• Price
• VAT code
• Valid from
• Valid to.

If the import file is built from the correct data (e.g. via Excel), this data will be added to this price list during the import.

After the import:

• the new sales items are added to the opened/selected price list
  and/or
• the existing sales items are updated with the changed prices, VAT codes and/or validity date.

Points to consider

• At price list level, you can specify whether prices include or exclude VAT. When importing, you have to make sure you select a price list of the same type.
• Foreign currency is determined at price list level but this data is not included in the file when importing. So when importing, be careful to choose a price list with the same currency or later adjust the price to the correct currency.

Error messages

Possible error messages during import:

• No VAT code is present of a sales item
  Error message: 'An error occurred in line [...] of the import file. No VAT code given.'
• Validity date 'Valid until' is before the validity date 'Valid from'
  Error message: 'An error occurred in line [...] of the import file.'
• Validity date 'to' is before the validity date 'from'
  Error message:  'An error occurred in line [...] of the import file.'
  
  

Export sales items from price list

To export sales items from the price list:

• click on the button with the three dots
• then select the Export menu option from the dropdown menu
  
  

CSV export file

The sales items are downloaded as a CSV file named '[price list name].csv'. The following columns are in the export file:

• Reference
• Item
• Price
• VAT code
• Valid from
• Valid to.