Quick Stores - Importing Products and Shifts from Excel

Content of the instructions:

1. Import products from Excel

2. Import sessions from Excel

Import products from Excel

Products can be imported from the "+Sale" page in the "Invoices" section by selecting the "Excel" tab.

File preparation

• Each row in Excel represents a single product.

• Minimum requirement: Customer and product alignment.

• Customer Match can occur with the following information:

  • Customer Name

  • Business ID

  • Internal or external account number

• Product targeting can be based on:

  • Product Name

  • To the product code

Import Process

1. Select the file you want to import.

2. Set the column headers to match the columns in Excel.

3. Press the "Download" button.

   

Product information is formed into rows, one product per row. Rows can now be edited:

• Change the customer or product (note! changing the product does not change the price information).

• Edit the price, number of pieces and label.

• To delete rows, press "Hide".

• From the menu at the top, you can change all rows at once (e.g. set the same product for everyone).

Import into the system

• Select the rows you want to save: "Select all" or "Select ready".

• Click "Save selected", or alternatively save individual rows with the "Save" button on the right.

Saved products are displayed in the "Invoices" > "Quick Stores" tabs. They still need to be invoiced separately.

If you want to import large quantities of products per customer, the recommended approach is to use bulk imports.

Import sessions from Excel

Shifts can be imported from an Excel file, where each row corresponds to one shift.

Requirements for an Excel file

Required information:

• Customer

• Task (and, if applicable, project)

• Employee's name

• Date

• Number of hours or shift start and end time

  

  (If a start/end time is used, Koho automatically calculates the number of hours.)

Optional:

• Product information, if you want to associate shifts with products

Import Process

1. Open "Invoices" > "+Sale" and go to the "Excel" tab.

2. Set the column headers to match the content of the file.

3. Enable:

   • "Bring shifts"

   • "+ No product" if no products are associated with the shifts.

4. Press "Download".

   

The shifts are formed into their own rows below the menu. On the screen, you can:

• Check and edit shifts.

• Select all shifts ("Select all") or a part.

• Saves all selected shifts with the "Save selected" button or individual shifts with the "Save" button on a row-by-row basis.

Saved shifts are moved to the "Uninvoiced" tab in the "Projects" section (or "Invoices" section, depending on your account settings).  They can be treated like regular hour entries.