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SAP Business One Tips & Tricks: Data Import from Excel

Everyone works with Excel files for a variety of purposes, so imagine how much time you save if you can simply import the data from Excel into your ERP. Well, we’re here to show you that you can. With SAP Business One Data Import from Excel tool, you avoid recording individual data manually, helping you increase productivity and efficiency.

Use this method to upload multiple business partners, items, price lists and journal entries. Unlike the rest, journal entry fields are pre-defined and set by SAP. To help you save time, we’ve created a downloadable template that you can fill in.

Download Journal Entry template here

For business partners, price lists, and items, create an Excel and sort your columns as per your usual data entries.

The following should be taken into consideration while preparing the Excel.

-File must not contain a title row or any blank rows

-Business Partner and Accounts must not contain any of the following invalid characters: ! <> * ? % {} =

-The sheet must be closed before the import

-The sheet must be saved as Unicode Text (.txt) file

-The number of characters in the cells must not be greater than the length of the corresponding fields in SAP Business One

Once done, follow the steps below:

Main Menu > Administration > Data Import/Export > Data Import > Import from Excel

In the “Data Type to Import” dropdown menu, chose from the list: Business Partner / Items / Price List / Journal Entry

Upload Excel file in the “File to Import” field (make sure it’s .txt format)

Map your Excel file columns with the Object Fields as shown below (make sure it’s the same order as your Excel sheet)

For Journal Entries import, follow the steps below.

SAP-defined fields are listed as follows.

Now let’s add the additional fields that were listed in the Journal Entry excel template linked above.

Add Account Code/BP Code

If the journal entries are in local currency, add the fields “Debit Amount” and “Credit Amount” as shown below.

If you’d like to use a foreign currency, use “Debit Amount (FC) and “Credit Amount (FC)” instead.

Add “Distribution Rule” (cost center) in the last field.

Any additional fields you have added in your Excel template must be added to the Object Fields for mapping purposes.

Once done, click “Import”.

Tip by Maria Al Jada, SAP Consultant