You need to activate the free Gem of Inventory from the Holded Store to access this feature. Learn more here about all you can do from Inventory in Holded.
- Go to the Control menu
- Click on Import
- Enter the category of Inventory
- Choose Purchase orders
Alternative method: Navigation bar > Inventory > Purchase orders > three-point menu (⋮) > Import.
In Holded you can import your purchase orders, both from the current year and from previous years.
Import purchase orders to Holded
1. Download the import template
- In the pop-up window, click Download a sample of the XSLS file
- Open the document you've just downloaded to see the format and work with it
2. Complete the template
Fill in the fields indicated below. The required fields are marked with an asterisk (*):
You will notice that not all fields in the template are mandatory. However, we recommend that you inform as many as possible so that the data in Holded is as detailed as possible.
If you have left any fields blank when importing, you can always fill them in later from the platform.
|Order num *||Include in each line. We recommend you follow the sample content|
|Num format||Follow the format shown in the spreadsheet|
Enter in dd/mm/yyyy format
Due date dd/mm/yyyy*
|After this date the order will change status in Holded|
|Additional order details|
|Include the supplier issuing the order|
|NIF (TIN)*||It is important to include this field to relate the order to the contact|
|Add the contact's billing address|
|City||Location of contact address|
|Postal code||Add the contact address code|
|Province||Region where this address is located|
|Country||Country to which the address belongs|
|Concept*||Include product names (one per line)|
|Product description||Additional information on the product introduced|
|SKU*||With this field, Holded will be able to relate orders to products that are already registered on the platform|
|Unit price *||Enter the price per product, not including tax|
|Units *||Add the number of units for Holded to perform the calculation|
|Received units||Enter the number of units received|
|Discount %||Add the discount of each product per line|
|IVA (VAT) %*||Add the VAT % for the corresponding accounting adjustment. You have to include the key of the tax that you will find in Settings > Invoicing > Taxes. Example: If you need to include a 21% VAT you will have to indicate the following key: p_iva_21|
|Withholding %||In case the order contains a supplementary withholding tax. You need to include the key code for the withholding that you will find in Settings > Invoicing > Taxes.|
Inv. Suj. Pasivo (1/0)(Reverse charge)
|Add a 1 if the order includes a reverse charge. Enter a 0 otherwise|
|Operation||In the column of the Excel document you will have to specify the regime with one of the following values: intra (intracommunity), general (general), impexp (import / export), nosujeto (not subject), exento (exempt), receq (equivalence surcharge). This information will be reflected in Operation in the Accounting section of the contact.|
You must include the API Key of the payment method. First generate the Key from Settings > Developers > + New API Key. Then, access Settings > Invoicing > Payment methods and click on the corresponding payment method. In the pop-up window, copy the API code you'll find next to the plug icon.
|Tags separated by -||Labels or tags used to organize your documents. Use a hyphen (-) to separate them|
|Expense account name||Customized name used to group orders from the same book account|
|Expense account number||Add the expense account for correct accounting. You can find the numbering corresponding to the expense or purchase account from Settings > Invoicing > Sales and Purchases.|
|Currency||Specify the order currency|
||Include it if you want to keep the change in the document|
Once you have completed the template fields, save the spreadsheet in Excel or CSV format in order to import the information correctly.
To ensure that the import works correctly, remember not to leave empty cells between order numbers. Also do not combine the cells in the spreadsheet.
3. Upload the template information to Holded
- From the Purchase orders tab, access the three-point menu (⋮) again
- Click on Import
- Hit the button Add file
- Select the spreadsheet or template you have previously saved
- Confirm the action
Export purchase orders
Keep in mind that filters and dates selected will be reflected in the exported file
- Click on the download button right next to the date picker
- Choose one export option among Excel, PDF, or by items
The Export items option allows you to export the orders by product