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Delivery notes
Import or export a shipment
Import or export a shipment

Import your waybills to Excel, PDF, or by items

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

Import a sales shipment

In Holded you can import your delivery notes, both current and from previous dates, following these steps:

  1. In the Inventory category, click on "Shipments".

  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 have left any fields blank when importing, you can always report it later from the platform.

  5. Go back to Menu > Import, and in Inventory, press "Shipment".

  6. Press the "Upload file" button or drag the document over the dotted line.

  7. Confirm the action.

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

Export your list of delivery notes

  1. Select either the Sales or Purchase Shipments tab.

  2. Click on the "Export" icon at the top of the list and choose whether to export the delivery notes in Excel, PDF or by item (the Export Items option allows you to export the delivery notes broken down by product).​

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

Export the list of delivery notes for a single contact

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

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

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

  4. Click on the "Export" icon at the top right, and choose whether to export the delivery notes in Excel, PDF, or by item.

    ☝🏼 The "Export items" option allows you to export the delivery notes 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 fields of the import template

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

  • Document *: 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 waybill will change its status to Holded.

  • Description: additional information about the packing slip.

  • Contact name* : include the customer to whom the waybill is addressed.

  • NIF*: it is important to include this field to link the waybill 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: 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 the waybills 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 waybill contains an additional withholding. You must include the withholding type key that you will find in Settings > Billing > Taxes.

  • Rec. of eq. %: indicates the equivalency surcharge , according to the VAT of the item.

  • 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 waybills from the same accounting account will be grouped.

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

  • Currency: specify the currency of the waybill.

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

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

☝🏼 To ensure that the import works correctly, remember not to leave empty cells between the delivery note numbers. Also, do not combine cells in the spreadsheet.

I would like to receive personalized help

If you prefer that our Imports team give you a hand with the preparation of your files, at Holded we have a team of experts who can advise you and carry out the import for you.

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

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

To find out about the service and its price, write to us at [email protected].

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