Import / Export (Excel) — QodPOS Documentation

Bring your Excel files (products, ingredients, recipes, customers, suppliers) in and out, with a preview before saving.

Video coming soon

Video tutorial — Importing your catalogue from Excel ▶ 3:30

The Import / Export page (Administration menu) brings your Excel files into the till and takes them out, in both directions: an exported file reads back as is, so you can export, edit in Excel, re-import and the changes apply. Ideal for starting.

The five files#

Card	Content	Key columns
Products	The till catalogue	Name\*, Category, Selling price, Purchase price, VAT %, Barcode, Unit, Description, Track stock, Alert threshold, Allergens, Active, Stock (read-only)
Ingredients	Raw materials	Name\*, Family, Unit, Purchase price, Track stock, Alert threshold, Barcode, Allergens
Technical sheets	Recipes	Product\, Yield, Ingredient\, Quantity\*, Unit
Customers	Your customers	Name\*, Phone, E-mail, Address, ICE, Payment term, Credit limit, Discount %, Notes
Suppliers	Your suppliers	Name\*, Phone, E-mail, Notes, Active

(\* required.) Products and Customers need a manager role; Ingredients, Technical sheets and Suppliers need stock management (the storeman sees them). A card you are not allowed to use does not show.

The three buttons on each card#

Template: an empty file with the columns, two example lines and a "How to use" sheet.
Export: your current data, same columns.
Import a file: .xlsx or .csv (10 MB, 5,000 rows at most).

The (i) icon on each card lists its columns and which are required.

Importing, step by step#

Choose the file. A Preview window shows, without saving anything, three counters: To create, To update, Rejected.
Read the rejected lines ("Line 12 — …", they will be ignored), the "Good to know" points and the "What will be done" list (badges new / update).
Confirm the import: everything applies at once, and the import is noted in the activity log. A line in error is skipped, never half-applied.

Rules to know#

Created or updated? Each line is compared with what exists: a product by barcode then name, a customer by phone (then by name if one of the two has no phone), the rest by name. Found: updated; otherwise: created.
An empty cell changes nothing. To update only prices, keep only the Name and Selling price columns.
Headers accept synonyms ("designation", "family", "price"). Yes/no accepts yes, no, 1, 0, true, false, active, inactive.
The same name twice in the file is rejected.
In what order? 1) Products, 2) Ingredients (and preparations), 3) Technical sheets, 4) Customers and suppliers whenever you like. An ingredient cited in a recipe but missing from your list is created automatically (with a warning): remember to give it a purchase price.
Recipes: one line per ingredient, the product repeated. The recipe of a product present in the file replaces the old one; products absent from the file do not move. A product's variants are managed on its record, not in the file.
And stock? It is not imported: it moves by documents (see stock). For your starting stock, do a stock count, which can read an Excel file (stock counts).
With "Exact stock", an import cannot change the unit of a product or ingredient that still has stock.

An "Other files" block leads to reports, orders, stock counts and customer accounts.