Scenario

This guide explains how to import existing Sales Invoice records from a legacy system into ERPNext using the Data Import Tool.

Prerequisites

Step A: Import Items:

Before importing Sales Invoices, ensure all referenced Items exist in ERPNext.

1. Go to Data Import.
2. Click New.
3. Select:

• Document Type: Item
• Import Type: Insert New Records

4. Click Save.
5. Click Download Template.
6. Choose Basic (Mandatory Fields) or include additional fields if required. We will include an image for every item as well.
7. Open the downloaded CSV file.
8. To include images in the import:

• We first need to upload them to the Files - Home > File List

Images for items

• For each Image, we can refer to the private link for importing it, as shown in the picture below

9. Fill in the details for the item in the CSV. It would look like this:

10. Save the csv and import it.

Step B: Import Customers:

Next, import the Customer records referenced in the Sales Invoices.

1. Go to Data Import.
2. Click New.
3. Select:

• Document Type: Customer
• Import Type: Insert New Records

4. Click Save.
5. Download the template and insert the relevant data and save the csv

6. We upload the csv and import the customer data

Step C: Import Sales Invoices

After Items and Customers are available in ERPNext, proceed with importing Sales Invoices.

1. Go to Data Import.
2. Click New.
3. Select:

• Document Type: Sales Invoice
• Import Type: Insert New Records

4. Click Save.
5. Now, in the downloaded template, we consider that the Sales Invoice, child table for items, has 2 entries, to handle that, we will be adding the records like this:
6. We save the csv and import the file.