Import or export an order

Import your orders to Excel, PDF, or by items

Héctor Emperador avatar
Written by Héctor Emperador
Updated over a week ago

Import a sales or purchase order

In Holded you can import your sales or purchase orders, both current and from previous dates, following these steps:

  1. In the Inventory category, click "Sales Orders" or "Purchase Orders".

  2. Click "Download a sample XSLX file":

  3. Open the downloaded document.

  4. Fill in the fields and save the document in CSV or Excel format.

    ☝🏼 If you left any field blank when importing, you can always report it later from the platform.

  5. Go back to Menu > Import, and under Inventory, tap "Sales Order" or "Purchase Orders".

  6. Click the "Upload file" button or drag the document on the dotted line.

  7. Confirm the action.

💎 Activate the Inventory gem to use Orders and for comprehensive management of your products.

Export a sales, purchase or manufacturing order

  1. Go to Inventory > Orders , and select "Sales Orders", "Purchase Orders", or "Manufacturing Orders".

  2. Click on the "Export" icon, at the top of the list, and choose whether to export the orders in Excel, PDF or by items.

    ☝🏼 The "Export Items" option allows you to export orders broken down by product (one product per line, with its corresponding SKU).

The filters and dates selected in the list will be saved in the download file.

Export the list of orders of a single contact

  1. Go to Contacts, and, in the list, click on a contact of your choice.

  2. In the side panel, click "More" to access the tab.

  3. From the top tabs, click on "Sales Orders" or "Purchase Orders".

  4. Click on the "Export" icon at the top of the list, and choose whether to export the orders in Excel, PDF, or by items.

    ☝🏼 Export items option allows you to export the orders broken down by product (one product per line, with its corresponding SKU).

The filters and dates selected in the list will be saved in the download file.

Fill in the import template fields

Below, you will see the fields contained in the Excel import template (sales and purchase orders). Those required have been marked with an asterisk (*):

  • Order No. *: Include on each line. We recommend following the sample content.

  • Numbering format: Follow the suggested format.

  • Date dd/mm/yyyy*: Enter in dd/mm/yyyy format.

  • Expiration date dd/mm/yyyy*: After this date the sales order will change its status to Hold.

  • Description: additional information about the order.

  • Contact name*: include the customer to whom the order is addressed (or the supplier that issues it).

  • NIF*: it is important to include this field to link the order with the contact.

  • Address: add the contact's billing address.

  • Population: location of contact address.

  • Postal code: add the code of the contact address.

  • Province: region where this address is located.

  • Country: the country to which the address belongs.

  • Concept*: include product names (one per line).

  • Product description: additional product information entered.

  • SKU*: with this Holded field you can associate orders with products that are already registered on the platform.

  • Unit price *: enter the price per product, excluding tax.

  • Units*: add the number of units so that Holded can perform the calculation.

  • Units received: include the number of units received.

  • Discount %: add the discount of each product per line.

  • VAT % *: add the VAT % for the corresponding accounting adjustment. You must include the tax key that you will find in Settings > Billing > Taxes Example: If you need to include a 21% VAT, you must indicate the following key: p_iva_21.

  • Withholding %: in the event that the order contains an additional withholding. You must include the withholding type key that you will find in Settings > Billing > Taxes.

  • Operation: in the Excel document column you will have to specify the regime with one of the following values: intra (intra-community), general (general), impexp ( import / export), nosujeto (not subject), exento (exempt), receq (equivalence surcharge). This information will be reflected in Operation in the Accounting section of the contact.

  • Payment method: you must include the API KEY of the payment method. First generate the Key from Settings > Developers > + New API Key . To finish, go to Settings > Billing > Ways to payment and click on the corresponding payment method. In the popup window, copy the API code that you will find at the bottom next to the plug symbol:

  • Tags separated by -: tags or tags used to organize your documents. Use a hyphen (-) to separate them.

  • Sales channel name: personalized name where your orders from the same accounting account will be grouped.

  • Sales channel number: add the sales account to keep correct accounting. You can find the numbering corresponding to the sales account from Settings > Billing > Preferences > Sales and Purchases.

  • Currency: specify the currency of the order.

  • Change of currency: include it if you want to keep the change of the order.

Once you have filled in the template fields, save the spreadsheet in Excel or CSV format to be able to import the information correctly.

To ensure the import works correctly, remember not to leave empty cells between order numbers. Also, don't merge cells in the spreadsheet.

I would like to receive personalized help

If you would prefer our Import team to give you a hand with the preparation of your files, at Holded we have a team of experts who can advise you and do the importing for you.

Our team will assist you in the preparation of your journal, sales and purchase invoices, contacts, accounting accounts and products. In addition, they will help you detect errors, correct them and organize each of your files.

This will ensure that all your business information is transferred correctly and you will have the peace of mind that the import will be successful.

For more information about the service and pricing, please contact us at [email protected].

Did this answer your question?