Import purchase requests from an Excel workbook

Quick summary: Use the purchase import template to create draft requests grouped by supplier.

Before you start

Apps

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• Purchase
• Purchase Order XLS Import

The optional Purchase Order XLS Import feature must be installed. Prepare existing supplier records, product references, units, and categories. You need permission to create purchase orders and any products the import must create.

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Open purchase import in Odoo

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Odoo base address

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Prepare the workbook

The menu calls this an XLS import, but the supplied template is an Excel .xlsm workbook. Use the supplied workbook or compatible .xlsx; CSV text and the old binary .xls format are not supported by this importer.

1. Open Purchase > Import Purchase Orders from XLS and use Download Template before selecting a file.
2. Work on a copy. Keep the worksheet named UVOZ and its original column headings exactly as supplied, including accents and spaces. Do not translate those headings when using Odoo in English.
3. Fill in DOBAVITELJ with the exact existing supplier name. Rows without a supplier are skipped. Make supplier names unambiguous before import; the importer does not offer a choice between duplicate names.
4. Enter ŠIFRA for the internal reference, KOS for quantity, EM for unit, and CENA / ENOTO for unit price. Use numeric spreadsheet cells for quantity and price. The total is calculated from quantity and unit price; entering only CENA SKUPAJ does not supply a unit price.
5. Enter DATUM DOBAVE as a real spreadsheet date or text in DD.MM.YYYY format. A blank delivery date uses the import date, so supply planned dates when known.
6. Where required, enter KATEGORIJA, TEHNOLOG, dimensions L, Š, D, and OPIS/SKICA. Dimensions affect product matching and appear in the line description. Provide IME ARTIKLA if a new product may need to be created.
7. Save the workbook and review supplier names, units, dimensions, quantities, prices, and dates before uploading.

Understand product matching

Existing products are matched using the supplier and internal reference, with a fallback to supplier and product name. Dimensions must also match. A familiar reference alone does not guarantee reuse if the supplier or dimensions differ.

If no product matches, the importer needs a product name and creates an archived, purchase-enabled stock-tracked product, not a sales catalog item. Have the product owner review any new product before deciding whether it should be activated or reused. The import can also update an existing product’s description from the technologist information.

Caution

Importing the same workbook again creates new draft purchase requests; it does not update the earlier import. Review existing drafts before retrying a successful import to avoid duplicate orders and products.

Import and review

1. Select the saved workbook in XLS File and click Import.
2. Open the resulting draft or filtered list. The importer groups rows by supplier and creates a draft request for each supplier.
3. Compare line quantities, units, dates, descriptions, unit prices, taxes, and totals with the workbook. Check any newly created products, including archived ones.
4. Continue with request to purchase order only after review and the employer’s required approval. Importing does not send the request, confirm an order, or validate a receipt.

Common problems

• Worksheet or column missing: restore the original UVOZ sheet and template headings; do not rename them to match the interface language.
• Supplier not found: match the existing contact’s exact name. Do not create an accidental duplicate to bypass a spelling error.
• Unit not found: use a configured unit; the importer recognizes common square/cubic meter spelling variants, but cannot infer an unknown unit.
• No match and no product name: verify supplier, reference, and dimensions, then supply IME ARTIKLA if product creation is intended.
• Date error: use a real date cell or DD.MM.YYYY, not a locale-dependent text date.
• New product absent from normal product list: inspect archived products with the product owner.