When you have multiple systems to generate sales in addition to Business Central (for example, a webshop), you need to update Business Central with the transactions. If you don't integrate with these systems, you need to record the transactions manually. Usually, processing general journals or sales journals is not sufficient because you also need to record the inventory movements. The sales document import feature allows you to import all sales document types (Quotes, Orders, Invoices, Credit Memos, Return Orders and Blanket Orders) from an Excel file.
Here are some possible scenarios where you might use this feature to import sales documents:
- Sales orders from a webshop where there is no integration.
- Sales orders or invoices to record sales through Amazon, AliExpress or another platform when the volumes do not justify the costs of integrating the platform to Business Central. You can even use it as a temporary measure while building an integration.
- Sales invoices that get processed in a third-party system like Chargify or Stripe.
- Sales invoices or orders that get raised in a CRM system.
- Initial loading of sales orders for a new company in Business Central.
- Sales Credit Memos to process rebates that you have calculated outside of Business Central.
- An order form that you have configured to allow your customers to place orders with you.
The Import from Excel action can be found in the lists:
|Sales Credit Memos|
|Sales Return Orders|
Document No. as Posting No.
This setting allows you to use the imported Document No. (if present) as the Posted Document No.
|No||Business Central will assign a number while posting the document. This is the default option.|
|Yes||Use the imported document as the posted document number. You use this setting if you want to keep the document number on the posted entries that will get created when you post the imported documents.|
Replace with Document No. from Series
|Yes||The imported document number gets replaced using the number series specified in the setup.|
|No (Default)||The imported document number gets used for the imported documents.|
Negative Document Totals
This setting allows you to specify how to handle documents when the total value is negative and will enable you to Ignore, Skip, Cancel and Change Document Type. You can use this setting when importing sales documents from another system when the file includes orders and returns. It allows you to import the file with a single process - rather than split the file and process two separate imports.
|Do not Validate||This is the default setting where the app imports the file without checking the totals. Use this setting when you are sure that the file only contains records for the same document type.|
|Skip during Import||Use this setting if you want the app to check the total and skip documents that have a negative total.|
|Cancel Import||Use this setting if you want the app to check the total and raise an error if the document total is negative.|
|Order/Invoice to Credit||Use this setting if you want the app to change the document type of negative documents. For example, if you import a file containing orders and returns into either sales orders or invoices, the app will create credit memos for the documents with negative totals.|
|Order/Invoice to Return/Credit||Use this setting if you want the app to change the document type of negative documents. For example, if you import a file containing orders and returns into sales orders, the app will create return orders for documents with negative totals. The app will create credit memos for negative documents when importing into sales invoices.|
You can use Custom Values to:
- Create multiple sales lines from one imported line. For example, the file may contain a charge for freight that you want to show as a separate line. You can read more about this here.
- Create comment lines above or below the imported line using a column from the file. You can read more about this here.
- Handle other custom logic, which you can add by extending Excel Importer.