How to Import Products, Services, and Expenses Using Excel Template in Qoyod

Explanation of steps for importing products using an Excel template.

Answer:

You can import all types of items (products, raw materials, services, bundled products, and expenses) through the developed Excel template. The new template simplifies the import process and reduces errors.

Steps

1. Add a Product Category

   • From the dropdown menu > Products and Costs > Product Categories

   • Click “Create Category”

   • Fill in: Category name, description, parent category (optional)

   • Click “Save”

2. Download the Import Template

   • From the dropdown menu > Products and Costs > Import Products

   • Click Step 1 to download the new template in Excel format

3. Fill in Product Data

   • Enter product details

   • Select the item type from the dropdown menu (product, service, raw material, bundled product, expense)

   • If the product is bundled:

     • Define the main product as a “bundled product” and add an SKU to it

     • Add the components and specify the same reference in the Reference SKU column

     • Specify the quantities for each component in the Recipe Component Quantity column

   • Fill in the tax columns (Is the price inclusive of VAT: yes/no)

4. Conditions to follow when filling in the template:

   1. The product serial number must not exceed 25 digits and must not be repeated with any previously added products or products to be added.

   2. The product name must not exceed 100 characters.

   3. Product name in English, description, barcode (optional)

   4. Data is selected manually from the dropdown menu next to the cell, which includes:

   • Is the product stored?
   • Unit of measurement
   • Category
   • Sales account
   • Expense account
   • Tax
   • Product type
   • Purchase or selling price inclusive of tax
   • Tax reason
   • Product POS

   5. You must not leave cells empty for purchase and selling prices, even if they are approximate prices, if the option to store the product is enabled. If the product is not stored, you can leave the selling price empty if the product is only purchased, or leave the purchase price empty if the product is only sold.

5. Upload the File to the System

   • Click “Choose File”

   • Select the Excel file after filling it in

   • Click “Import”

6. Review the Results

   • Products appear in the Products and Costs list

   • If there is an error, the system sends you an email explaining the reason

Example of a Bundled Product (Pizza)

• Main product: Pizza (SKU = PZ100)

• Components: dough (1), cheese (0.25 kg), sauce (0.1 liter)

• All carry the same reference PZ100 in the Reference SKU column

• Result: The system automatically links the components to the pizza

Additional Notes:

• If there is an error while uploading products, you will receive an email explaining the reason for the error, and the email will be sent to the user who uploaded the file.
• The tax type must be compatible with the tax reason. That is, if an exempted tax is selected, you must select the reasons that apply to exempted tax, which are (financial services, life insurance services, residential property supply) marked with the symbol (E). If a zero tax is selected, you must select the reason from the following options (export of goods, export of services, supply of investment metals, private education services for citizens, private health care services for citizens, medicines and medical equipment, periodic transport of goods, international passenger transport, supply of qualified transport means, supplies related to transport services for goods and passengers to and from the Kingdom, transport services for goods and passengers to and from the Kingdom) marked with the symbol (Z). If an inappropriate tax type is selected, you will see the error “Special tax reason: you must enter a tax reason compatible with the tax” when importing products.
• You must ensure that all mandatory fields in the template are filled in correctly.
• Ensure that categorized products are linked to a category that was previously added to the system.
• Enter data accurately to avoid errors during the import process.
• You can use the drag feature to fill in data, but please note that for the revenue and expense accounts, you must manually select the first two cells, then select them and drag to the remaining cells to avoid issues during import.
• You cannot add a serial number that was previously used.
• The product name in English field is optional.
• You must not modify the template format and must fill in data in the specified cells to ensure successful import.
• You can watch the training course that explains how to import products.
• The time it takes for a product import file is several minutes and depends on the size of the data in the file.