How to Import Products in Invoicing & Billing Software

Invoiceit!Pro Products Import Guide in detail

Invoiceit!Pro allows import of contacts, products and debtors from other sources. This is accessed from Setup - Import/Export button -->

The method described below makes a backup of the original import template and copies the content of your existing data spreadsheet into a worksheet called 'OldData', located on our import template.
Finally, you match the fields to copy the data from your original to the appropriate column on the import template. Of course you can also paste directly into the appropriate column.
If you are familiar with Excel, the procedures below will appear overly detailed. Bear with us, please. They are written for the novice.

How to import or update products lists

Prepare the data:
Setup Menu - Import/Export button - Data Import/Export screen:

From the 'Select Data Type' dropdown, select Spreadsheet
From the green dropdown, select 'Products'
Double-click the large panel at the bottom to open the product import template (it is located in your program folder ...invoiceit!Pro52import).
From the File menu, select 'Save As' and select a destination or new name and click Save. A backup has now been made of the template.
From File Menu, select Open and locate your old data spreadsheet and double-click it. Your existing data should be in XLS or CSV format.
Click anywhere in existing data, press Ctrl+A (to select all) - all cells are highlighted
Switch back to the import template

On Import template ImportProducts.xls:
(to use CSV file refer the entry bottom of page)
Click on OldData tab at the bottom
Select Cell A1 and press Ctrl+C (to paste all data into this worksheet) Copy one column at a time from OldData to Import, ensure you match each column by content. Alternatively, arrange the columns of OldData, so they are in the same order as those of the Import tab, then copy all columns to Import tab in one go.

To move a column:
1. Select a column you want to move (click on Letter at top of column)
2. Press Ctrl+X (to cut the column data)
3. Select a column to the right of where you want to move your selection
4. From the Insert menu, select 'Cut Cells'. (column and data has been moved)
Copy ALL data from OldData to Import tab (must be in same order as Import tab)
1. Click anywhere in OldData, press Ctrl+A (to select all), then Ctrl+C (to copy all)
2. Switch to the worksheet 'Import' (the tab at the bottom), click on cell A2 and press Ctrl+V (to paste all). You now have transferred your data to the import template. If your old data contained column headers, delete them now (select Row 2 and delete)
  
  Complete Import:
3. From the File Menu, select 'Save' (or press Ctrl+S).
4. Close the spreadsheet and switch back to invoiceit!
5. Click on the Import button and it's done.

Destination columns in detail

Number fields: do not use currency or percent symbols Fields marked Y in column "update" will be updated, when Import finds that this product ID already exists.
You can therefore use the Import function to update your product list periodically from external sources Price fields will be updated in all cases. If you leave a price blank, it means the existing price will be deleted, except for ListPrice, which will default to 0 if left blank.
Cost field will only be updated when you have entered a value. Blank cost fields will be ignored.

Column	Field Name	update	Type/Size	Comment
A	ProductID		Text/15	unique charge code for products/services; Required Entry
B	PType		Number	Charge Type code 1=product/inventory (used as default, if left blank) 2=service charge
C	PName	Y	Text/150	description of product/service; Required Entry
D	GroupID		Text/3	Charge Group: use ID as per list #12; (Setup > List selector at far left)
E	LocationID		Text/5	Product Location: use ID as per list #9; (Setup > List selector at far left)
F	VendorID		Number	Supplier/Vendor ID use the number from contact import if ID not found by Import, this field will not transfer
G	ListPrice	Y	Number	price as per top price level of charge item; blanks will be converted to 0
H	Price2	Y	Number	Price Level 2, as per Setup p.6 leave blank if not used
I	Price3	Y	Number	Price Level 3, as per Setup p.6 leave blank if not used
J	Price4	Y	Number	Price Level 4, as per Setup p.6 leave blank if not used
K	Price5	Y	Number	Price Level 5, as per Setup p.6 leave blank if not used
L	Cost	Y	Number	not used if PType=1 and Monitor=TRUE (monitored inventory)
M	TaxRate1		Number	NOT USED in USA/Canada. Enter tax rate that applies to this item (without % sign)
N	TaxRate2		Number	not used in value-added tax countries US: state sales tax Canada: GST/TPS other countries: First tax Enter tax rate that applies to this item (without % sign)
O	TaxRate3		Number	not used in value-added tax countries US: county sales tax Canada: HST other countries: Second tax Enter tax rate that applies to this item (without % sign)
P	TaxRate4		Number	not used in value-added tax countries US: city sales tax Canada: PST/TVQ other countries: Third tax Enter tax rate that applies to this item (without % sign)
				Inventory/Stock Control
Q	Monitor		Text/5	monitor levels if item is monitored: -1 (or TRUE or YES or Y) if not monitored: 0 (or FALSE or NO or N) - remaining fields will be ignored
R	MinStock		Number	minimum level
S	MaxStock		Number	maximum level
T	CurrentQty		Number	Current quantity on hand
U	CurrentValue		Number	Current total value on hand (quantity on hand * unit cost)

Using CSV file: a CSV file (comma-separated values) opens with Excel or equivalent spreadsheet program. It does not have tabs at the bottom so you need to paste each data column from your original into the appropriate column of the Import template.