How to Import Sales Data from a File?

Discover how to import sales data on Melba

Published on 02/06/2023Sébastien Vassaux

Data import is possible from an Excel (xlsx) or csv file

General import operation

The file contains up to 17 columns which allow importing all the necessary details.

The example file

To import data, first download the sample file.

This file is in xlsx format and contains an instructions tab that repeats some details from this page.

The file also contains validation rules which will inform you about the validity of the data. For simplicity, do not remove these validations: copy and paste your data in value only to preserve them and make it easier to understand the errors.

The csv format is also supported.

A line represents a product

Each line corresponds to a sales line.
On Melba sales can contain multiple sales lines. Imagine a receipt (this is the sale) that includes several items sold (these are the sales lines).

Data is created or updated

Via the import, the data is either created if it does not exist, or updated.

The update is done using the transaction ID of the sales line, coming from a cash register software, other software, or created by yourself.

If you do not enter an id, a new sales line will be created.

The imported products will be linked to the data known on Melba as follows:

  • Products will be matched based on their name, code or id or if a previous sales line associated with a product has the same name as a newly imported line.
  • The units will be matched according to their name and a product identifier.
  • The sales will be matched according to their id.
  • Customers will be matched based on their unique name.

This allows you to easily cross-reference your sales data with your data on Melba to calculate your margin!

Advice on your first import

To carry out an import well, we advise you to follow these steps:

  • familiarize yourself with creating sales and sales lines on the interface.
  • study and understand how sales matching works.
  • download the example file and enter your data in it rather than trying to match your data to the example file.

If you want to delete the imported information, you can perform multiple deletions .

Column detail

Basic information

These are the basic information of a sale line:

  • Transaction id: Transaction id in the Point of Sale (POS) system
  • Product id: Product id in the POS system
  • Product name: Product name in the POS of Melba
  • Product code: Product code, ideally the same on Melba and the POS to help the matching
  • Quantity: Sale line quantity
  • Unit name: Unit name in the POS system
  • Sale-item id or code: Id or code of the sale-item on Melba
  • Price VAT excl.: Unit price VAT excluded
  • VAT: Vat rate in percentage, between 0 and 1
  • Discount: Discount rate in percentage, between 0 and 1

Sale information

  • Sale id: Sale id in the POS system
  • Client code: Client code, ideally the same on Melba and the POS to help the matching
  • Client name: Client name in the POS system or Melba
  • Creation date: Creation date of the sale
  • Update date: Update date of the sale
  • Selling date: Selling date of the sale
  • Status: Status of the sale