Import from Excel with our templates

Keeping your lists in a spreadsheet, or starting from scratch? Fill one of Kluvan's empty templates and bring it back. Your own sheet works too: Kluvan reads the headings, in English, Arabic, Hindi or Urdu.

Before you start

• You need to be the owner or a manager.
• Save the file as .xlsx or CSV. Old .xls files and .ods files are refused.

Steps

1. Open Settings → Bring your data.
2. Under Empty files to fill, press Excel or CSV next to the list you need: Products, Customers, Suppliers or Opening stock. The file comes in your language.
3. Read the How to fill sheet, then fill one row per record under the headings.
4. Save the file.
5. Back on Bring your data, choose the file and press Read the file.
6. Check the columns and the findings, then press Import. See how import works.
7. Repeat for the next list, in this order: products, customers, suppliers, opening stock.

The columns

Tips for filling

• Only the name is needed. Leave any other cell empty if you do not know it.
• Write prices and quantities as plain numbers (12.50), without the currency sign.
• Format the barcode column as Text in Excel. Otherwise Excel turns long barcodes into numbers like 6.22E+12 and the digits are lost; such a row comes in without a barcode.
• Write dates as year-month-day (2027-03-31).
• One barcode per cell. If a cell holds several, the first one is kept.

Good to know

• Opening balances: each customer's balance is posted as one opening line on their account, named "Opening balance (imported …)", on the date you choose. A supplier's balance goes on the supplier's account the same way. It is one total per person, not their invoices one by one.
• A balance below zero (you owe a customer) is not posted. Enter it by hand if it is right.
• A customer or supplier you already had gets an opening balance only with Update everything the file fills in, and only while their account stands at zero.
• Products carry your organisation's VAT rate. A different Tax % in the file is shown as a note.
• Lots are not created by the import; the lot number is written on the opening stock movement.
• E-mail, address and code of customers and suppliers may be kept in the note.
• Sales history is not imported. Opening balances for the accounts in Books are entered in Books.
• The findings file (Download the findings (CSV)) lists every row with a problem, so you can fix it in Excel and bring the file again. You can undo an import for 30 days.