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Importing items and business partners into I-Cash

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Want to track your inventory and manage sales easily? I-Cash is a good solution for you. It is convenient to use and lets you enter your items and business partners quickly and easily through import.

Import items

Importing items into stock is faster than entering them manually. To do this, select Settings –> Import –> Import items. You can import from .csv, .xlsx and .xls.

Before importing, download our sample file to see how to structure your own. The columns must follow a specific order for the import to work. You choose which columns to fill in; only these are required:

  • item name;
  • unit of measure;
  • tax group code.

You can also enter details for:

  • item name—100 characters;
  • item group – 45 characters;
  • unit of measure – 15 characters;
  • purchase price excluding VAT;
  • selling price excluding VAT;
  • selling price including VAT;
  • barcode – 20 characters;
  • manufacturer/importer—50 characters;
  • tax group code* – 5 characters;
  • composite or non-composite item;
  • image;
  • item inventory number;
  • three additional barcodes.

Tax groups in Bulgaria

  • Group A: goods and services taxed at 0%, exempt from tax or not subject to VAT.
  • Group B – goods and services with 20% VAT;
  • Group V—for sales of liquid fuels;
  • Group G—goods and services with 9% VAT.

Import options:

  • all items;
  • new items only—in this case, items with matching numbers or barcodes are not imported;
  • the new ones and update existing ones.

It is important to observe the character limits; otherwise, the full names of goods, manufacturers and so on will not be created. If entering a selling price, provide it both including and excluding VAT. To import correctly, download the sample spreadsheet and use it as a model for your own file in one of the specified formats (.csv, .xlsx, .xls.). For a .csv file, select Unicode (UTF – 8). You can also import an Excel spreadsheet in 2007-2013 or 97-2003 format. The maximum file size is 25 MB.

Importing images for items

You can import both items and their images. Create a new folder containing the file and the images. Supported image extensions are jpeg, jpg, png and gif. Recommended image dimensions are 250×250. Each image filename must match the value in the Item image column of the file.

For example, you are importing 1-liter mineral water. If the image is named water_1l.jpeg, its name in the spreadsheet must be identical. After choosing images of the correct size and format, archive the image files together with the spreadsheet and upload them to the system. The file must be .zip.

Import items – click Choose File, select your spreadsheet and click Upload file. If everything is correct, the import should succeed. Before uploading, the system reminds you: The inventory account already contains items. The import operation is irreversible!

Importing business partners

You can also import business partners in .csv or Excel (.xls and .xlsx) format through Settings–Import–Import business partners. Before preparing your file, download the sample as a guide. For a .csv file, select Unicode (UTF – 8). Only the following columns are mandatory:

  • business partner name—100 characters;
  • business partner type—“CLIENT”, “SUPPLIER”, “PARTNER” (or a combination separated by “,”);
  • ISO country code – 2 characters.

You can also complete the following in the table:

  • city—70 characters;
  • address – 100 characters;
  • tax number—15 characters;
  • VAT ID number (or 0 if not VAT registered);
  • Responsible person – 100 characters;
  • bank name – 60 characters;
  • bank account—20 characters;
  • SWIFT bank code – 15 characters;
  • mobile phone – 20 characters;
  • phone—20 characters;
  • fax—20 characters;
  • email – 50 characters;
  • website – 50 characters;
  • contact first and last name – 50 characters;
  • delivery prohibited (0—no; 1—yes);
  • sale prohibited (0 – no; 1 – yes);
  • consignment allowed (0—no; 1—yes);
  • partial payments allowed (0 – no; 1 – yes).

Keep the columns in the specified order, even if some are left blank. The maximum file size is 25 MB. If the column order is correct and the file is saved in the proper format, the import will succeed. The system also lets you exclude duplicate business partners.

Importing business partners – select Choose File, select your spreadsheet and choose Upload file. If everything is configured correctly, the import should succeed.

If you have difficulty importing items or business partners, contact I-Cash Support for assistance.

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