Reports & Analytics

Importing Data

Import Input VAT or Output VAT data from CSV or Excel. Download a template, validate your file, then import. Duplicates are skipped automatically; your plan limits imports per month.

6 min read

Introduction

bVAT lets you import Input VAT (purchases) and Output VAT (sales) from CSV or Excel files. Use this when migrating from another system, bulk-loading from spreadsheets, or bringing in exports from accounting software like QuickBooks. The import flow is: download a template, fill it with your data, upload and validate, then import. Rows that duplicate existing data are skipped; your subscription plan limits how many import operations you can run per month.

Where to Import

Settings > Utilities — Click "Import Data" on the Data Import card to open the import dialog.

What You Can Import

Input VAT
Import purchase and input VAT entries from CSV or Excel
  • Invoice date, number, vendor, product total, VAT amount, and optional fields
  • Duplicate rows (same Invoice Number + Invoice Date) are skipped
  • Supports date format options and credit/refund handling
  • Download template (CSV or Excel) with sample row and instructions
Output VAT
Import output VAT / sales summaries from CSV or Excel
  • Period start/end, sales type, sales for period, output VAT for period
  • Duplicate rows (same Period + Sales Type) are skipped
  • Can import as period summary or transaction-level data
  • Download template (CSV or Excel) with sample row and instructions

How to Import Data

Import Process
Follow these steps to import Input VAT or Output VAT

1Open the Import Dialog

  • Go to Settings > Utilities from the main navigation
  • Click "Import Data" on the Data Import card
  • The dialog has two sections: Input VAT and Output VAT

2Download a Template

  • Choose Input VAT or Output VAT
  • Click "Download template (CSV)" or "Download template (Excel)"
  • Use the template column headers; the Excel template includes an "Instructions" sheet with field descriptions and QuickBooks mapping tips
  • Fill the template with your data (replace or add to the sample row)

3Upload and Validate

  • Select your filled CSV or Excel file using the file input
  • Click "Validate" to check the file
  • Review the mapping summary (column mapping from your file to bVAT fields)
  • Fix any row errors shown in the errors table; you can download errors as CSV
  • If validation shows duplicate rows, those rows will be skipped on import (not an error)

4Import (Commit)

  • When validation passes and there are no blocking errors, click "Import"
  • The system imports the rows and shows how many were inserted and how many were skipped as duplicates
  • Import uses your current business (tenant) context
  • Your plan may limit imports per month; if you exceed the limit, the import will not complete and you will see a message to upgrade

Tips & Best Practices

Before Importing
  • Download the template and use the exact column headers for best results
  • Use YYYY-MM-DD or DD/MM/YYYY for dates; numbers can include decimals (commas are removed)
  • For QuickBooks or similar exports, the system can suggest column mappings—review before importing
Validation
  • Always run Validate before Import to catch format and data errors
  • Resolve all row errors before importing; duplicates are skipped automatically
  • You can save a mapping as a profile for reuse with similar files
Limits and Usage
  • Imports count toward your plan’s monthly import limit
  • Only successful imports are counted
  • Check your usage on the dashboard or in subscription settings if you hit the limit

Common Issues & Troubleshooting

Validation shows many errors

Check that your file has the expected column headers (or use the template). Ensure dates and numbers are in the correct format. Use the mapping summary to see how your columns map to bVAT fields.

Import button is disabled

Import is only enabled after a successful validation with no blocking row errors and (when applicable) after confirming a low-confidence mapping. Run Validate and fix any errors first.

Import fails with a limit message

Your plan has a maximum number of imports per month. Wait for the next billing period or upgrade your plan to increase the limit.

Some rows were skipped

Rows that duplicate existing data (same invoice number + date for Input VAT, or same period + sales type for Output VAT) are skipped. This is normal; the result summary shows inserted and skipped counts.

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