Import Purchase

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Import Purchase

Create a purchase bill from the supplier's electronic bill file (CSV or Excel export) instead of typing every line. dsGST reads the file, you tell it which of your items each line refers to, check the totals against the supplier's bill, and save. The result is an ordinary Purchase entry that you can open and edit.

info

Suppliers who use dsGST themselves send a file in dsGST's own format. That one is imported from Import Purchase (DSC).

Three ways to bring the file in

The buttons at the top of the screen read the file in different ways:

Button	Use it when the file is...
Sun/Ran	the standard bill file from Sun Pharma / Ranbaxy type suppliers (lines marked H header, T item, F footer)
AIOCD	the AIOCD (chemists' association) standard bill file
Template	any other CSV/text file. You describe once which column holds what, and save that description for the next bill from the same supplier.

If a supplier sends a file that neither of the first two reads correctly, use Template.

For AIOCD files, choose how the file's amount columns are treated before clicking the button:

• Col 21 = Sch / No Disc Col (default) – the amount in column 21 is taken as the scheme, and no discount is imported.
• Col 19 = Sch / Col 21 = Dis – column 19 is the scheme and column 21 is the discount.

Either way the amounts are converted to a percentage of quantity × purchase rate, and the tax percentages and expiry month are read from the file. The Sun/Ran option doesn't read expiry; enter it in the grid if you need it.

Steps

1. Click Sun/Ran, AIOCD or Template and choose the file.
2. Select the Party (supplier). The Save button stays disabled until a party is chosen.
3. Check the document number, document date and the totals read from the file.
4. Mark each line against one of your own items (see below).
5. Compare the totals with the supplier's bill (see Checking the totals).
6. Click Save. dsGST creates the purchase bill with the next number in your Purchase series, records the file name in the bill's note, and opens it for you.

Marking items

The file's item names rarely match your Item master exactly. The grid shows Import Item (the supplier's name) next to Our Item (your item). A line is not saved until it has been marked.

• Mark Auto – matches every line whose import name equals an item name in your master. Lines that could not be matched are shown in red. Tick Use Co. Name to match against each item's Company Name instead of its own name.
• Mark Item – for the red ones: click the line, find the item in the list on the right (the list jumps to the closest name; the Find box and the Mfr / Div filters narrow it), then click Mark Item.
• New Item – the item doesn't exist in your master at all. Pick its Mfr, correct the name if you want, and click New Item. dsGST creates the item with the import's package, HSN and tax rate (and adds the HSN to your HSN master if it's missing). Then click Mark Item to attach it to the line.
• Item Master opens the master for the selected item; Reload Combos refreshes the lists afterwards. Item Status shows the stock and history of the marked item.
• Update Master – select lines that are already marked (click the row headers) and click this to store the supplier's name as the item's Company Name. Next time Mark Auto with Use Co. Name will find it by itself. Names that already belong to another item are skipped and listed.

When a line is marked, dsGST fills the item's package and location from the master and looks up your last purchase of it:

• Rpkg is pink if you've never bought the item before, and yellow if the pack size differs from your last purchase. Check yellow and pink ones before saving.
• HSN shown in brown means the bill's HSN is different from the HSN in your Item master.

Fixing the numbers

All grid cells that are not grey can be edited, and the line amount and totals are recalculated as you leave each cell. The tools below the grid save repetitive editing:

• Disc % + Mark – put the same discount % in the selected Dis % cells.
• RtPc% + Mark – put the same retailer-percentage in the selected cells.
• Toggle MRP Incl – flip the MRP incl. tick for the selected rows.
• Apply – re-split the tax of every line as C-S GST (half CGST, half SGST) or IGST, whichever you pick in the list. Use this if the file carries the wrong tax type for the supplier's state.
• Only Rates – shows only the item and rate columns (MRP, Pu.Rt, Tr.Rt, RtPc%, Old MRP, MRP Diff %), for a quick price check. MRP Diff % tells you how far the new MRP has moved from the item's old MRP, allowing for RtPc%.

Which columns appear (expiry, batch, free qty, scheme, package and so on) depends on your firm's trade type, just as in Purchase entry.

Checking the totals

The bottom of the screen shows two sets of figures side by side: what dsGST calculated from the lines, and what the supplier's bill declares (taxable amount, CGST, SGST, IGST, grand total — read from the file's footer when it has one, otherwise type them in). The Diff. Amt under each shows the difference. Resolve differences before saving; usually they point to a wrongly read discount or tax rate on one line.

When Save is disabled

Save is enabled only when:

• every line is marked (Not Marked count is 0),
• no batch number is longer than the Batch Size shown (Big Batch count is 0; those cells are orange),
• a party is selected,
• the entry date is a valid date for the financial year, and
• no line has already expired by the bill date (pink expiry cells).

Importing with a Template

Click Template to open Template Mapping for Import.

1. Click CSV, pick the file. Tick Unicode File if the file is Unicode, and choose the Separator (Comma, Tab or both). If you see a space after every character, the file is Unicode.
2. In the file grid, select the rows holding the items (first to last item row) and click Set. The row range is shown, for example 25 rows.
3. For each dsGST field in the list on the right (Import Item, HSN, Batch, Exp., MRP, Qty, Pu.Rt, CGST % …), select it and double-click any cell in the file column that holds that data. The column number is written against the field. Fields you don't map are left empty/zero. Grey fields are calculated by dsGST and don't need mapping.
4. If the file has dates, set Date Format to match it. Use .NET letters: dd day, MM month number, MMM month name such as Mar, yyyy year, e.g. dd/MM/yyyy, ddMMyyyy, MMM-yy. Note that month is capital MM; small mm means minutes. Cells with a valid date turn green, bad ones pink, and the sample date is shown in the box.
   • Expiry is always stored as the first day of the expiry month. Month-year formats such as MMM-yy or MMM-yyyy work, as do full-date formats.
5. Click Send Data to Grid, check, then OK to return to the Import Purchase screen.

To avoid repeating this next month, type a name in the Design box and click Save. Next time pick the name and click Load; Delete removes a design.