¶ Purpose
Instead of entering master details one by one, the user can upload an Excel file containing the necessary master details for transactions to reduce the time.
¶ Prerequisites
- Access rights must be assigned to the user responsible for Import From Excel- Master.
¶ Create Template File
The Create Template File screen allows the user to download an Excel template file for the master.
Navigation: Main – Menu → Masters → Masters - Systems → System Administration → Show Tree → Tools → Imports From Excel for Masters → Create Template File
- Click System Administration, the following screen appears.
- Click Imports from Excel For Masters, the following screen will appear.
- The user must select the appropriate Master from the dropdown list.
- Once the user selects the appropriate Master, the screen will appear as shown below.
- Click Create Template File, to download the Excel file
¶ Import From Excel
The Import From Excel screen allows the user to upload an Excel file containing the necessary master details for transactions.
Navigation: Main – Menu → Masters → Masters - Systems → System Administration → Show Tree → Tools → Imports From Excel for Masters → Import From Excel
- The user must select the appropriate Master from the dropdown list.
- The user can click the rectangular box with three dots to browse and select the Excel file from the folder.
- The user must enter details, such as Sheet Name, which should be the same as the name of the Excel sheet.
- The user must enter details such as the Start Row and XL Position for validation.
- The user must select the Validate and Exit option to validate details.
- The user must enter details such as Excel Position with respect to Field Name, which is the same as the name of the Excel column.
- The user can select the appropriate Fetch Field details from the dropdown list.
- Click Save Settings.
- Click Import from Excel, the Import Completed Successfully message will appear.
- Click OK.
- The user must verify the corresponding master after importing Excel.
- The above transaction is an example of Excel import for the Department master, so the uploaded department details must be verified in the Department master screen.
¶ View Uploaded Details
The Department screen allows the user to view the added details of the various departments.
Navigation: Main – Menu → Masters → Locations → Departments
- The user can search for a particular department based on Code and Name.
- The user must select the appropriate department from the left panel of the screen.
- The Department screen displays the department details such as Code, Name, Department Group, Location, Parent Department, Cost Type, Maintenance Department, Production Department and Active.
- Click OK.
¶ Functional Use Cases
| SL. No. | Use Case | Business Scenario | Functional Outcome in ERP |
|---|---|---|---|
| 1 | Create Template File | The user needs a standard Excel format to prepare master details before uploading. | The system allows the user to download a template Excel file for the selected master. |
| 2 | Import From Excel | The user wants to upload multiple master details from an Excel file to save time. | The system imports the Excel file and creates the respective master records automatically. |
| 3 | Validate Excel Data | The user must check whether Excel data matches the required field names and formats. | The system validates Excel details and shows errors if field mapping or data is incorrect. |
| 4 | Save Import Settings | The user wants to reuse the same field mapping for future uploads. | The system saves the Excel field-to-master field mapping for repeated use. |
| 5 | View Uploaded Details | The user wants to confirm that the uploaded Excel data is reflected in the master. | The system displays the uploaded master details in the respective master screen for verification. |
¶ Use Case Scenario
- Click here for a detailed use case scenario.
¶ Transaction Checklist
| Steps | Checklist Item | Details / Purpose |
|---|---|---|
| 1 | Verify User Access Rights | Ensure the user has valid login and access rights to perform the transaction. |
| 2 | Check Master Data Availability | Confirm that required masters (e.g., Company, Location, Department, Currency, Customer, Supplier, Items, etc.) are already created. |
| 3 | Validate Active Status | Ensure the master records (e.g., Customer, Supplier, Item, Area, Currency) are active and not deactivated. |
| 4 | Ensure Mandatory Fields | Verify that mandatory fields (e.g., Tax Codes, GST codes, Exchange Rate, Price List) are maintained. |
| 5 | Validate Transaction Date | Confirm that the financial period is open and transaction date falls within valid posting period. |
| 6 | Check Currency Settings | Ensure exchange rates are defined if transaction involves foreign currency. |
| 7 | Confirm Data Accuracy | Cross-check uploaded/entered data from Excel imports for correctness. |