Blogs, How-to, How-to
Easily create a receipt- or shipment document from an Excel file
20 November, 2018
3min. reading time
Your customer supplies the expected goods in an Excel file, and here it goes: order entry. You have to manually enter the lines – one by one – into Dynamics NAV. An activity on which you want to spend as little time as possible, but – ironically – it takes a lot of time. CEspecially when you by accident made a mistake halfway through the file, and then have to check your complete input under the motto “Better 10 times too many, then one time too little”. Wouldn’t it be nice to be able to do this more easily, quickly, and less prone to errors – without manual processing?
We thought so too. That’s why a new functionality has been added within Dynamics NAV: ‘Excel Import’. This recent development allows for reading filled Excel sheets – without requiring any manual entry.
Import in 4 easy steps
With the ‘how to’ below, you’ll find out how to import your Excel files into Dynamics NAV in 4 easy steps.
1. Within Dynamics NAV, navigate to the search bar and search for ‘Excel import formats’.
2. Create a new Excel format by pressing the ‘New’ button. Enter the code and description of the format. Below a short explanation per field which data is important to enter and why:
- Lines Start at Row:
Do you make use of columns with different values, such as Expiration Date or Carrier Numbers? Then this option gives you the possibility to tell Excel which lines should be started with for each column for the import. By indicating that the import will start on the 2nd line, the values will only be read from the 2nd line.
- Document Type:
Use the ‘Document Type’ field to indicate which type of document is to be imported – receipt or shipment.
- Customer No:
Prevent lines from being written to the wrong place in Dynamics NAV and indicate with the field ‘Customer Number’ to which customer the import belongs.
- Order Type:
You can specify the order type for which the document is created.
3. When filling in the code, the lines which you can map will be retrieved. Within these lines, you can indicate to the Excel import format which lines have to be placed where within the created document. The ‘Range’ shows the column within the Excel file.
In this example, a basic receipt document is created in which the customer has supplied several customer articles within one Excel file. Within the Excel import format the following values are mapped:
4. To import the Excel file into Dynamics NAV, at ‘Receipt’ or ‘Shipment’ choose ‘Import from Excel…’ from the ribbon. Then you will be asked which Excel file you wish to import and which Excel import format should be used.
Select the Excel file.
Select the format with which the document must be mapped.
After selection, a notification will appear on screen the document has been successfully imported.
The document lines within the example and the detail lines of the carrier are taken over with the correct values:
Detail lines (=carriers)
Want to know more?
Curious about the possibilities of Excel import? Keep an eye on our blog page, as soon I will share more about the mapping of an Excel import format. Here I will show, among other things, how you can easily create multiple receipt- or shipment documents with one Excel file. And how you can turn different values within the Excel file into one value within Dynamics NAV.