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

Disclaimer

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

The import functionality can be used to import or update sales items in a price list in bulk. However, there are a few drawbacks to it:

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

The export functionality can be used to export sales items from a price list in bulk. If required, the data in the export file can be changed and then imported back into the same price list in Yuki. In this way, sales item data in this price list can be updated in bulk.

TIP!

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

Hover your mouse over the Sales icon in the navigation bar, then click on Price lists.

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.

The following screen is opened:

Import sales items into price list

Import sales items into the price list by clicking on the button with the three dots and then selecting the Import option.

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

TIPS!

• 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

If no VAT code is present of a sales item, the message: 'An error occurred in line [...] of the import file. No VAT code given.

If the validity date 'Valid until' is before the validity date 'Valid from', the message: 'An error occurred in line [...] of the import file.

If the validity date 'to' is before the validity date 'from', an error message also follows.

The import file must meet certain conditions. This can be checked by simply exporting a price list from Yuki.

Export sales items from price list

Export sales items from the price list by clicking on the button with the three dots and then selecting the Export option.

The 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.