IMPLEMENTING HS CODES IN ERPNEXT

Introduction

An HS Code is an 8 digit number that uniquely identifies a product. There is no specific field for entering an HS Code but ideally in the ERPNext Fiscalisation app, it is added in the Fiscal HS Code document. The document will accept an HS Code and its description. You can access the document from the search bar, or the Fiscal Harmony Integration workspace. 

Importing Data 

The recommended approach for loading in your HS Codes is via the Frappe Data Import tool. To use the import tool please follow the official documentation (https://docs.frappe.io/erpnext/user/manual/en/data-import). 

The data import tool in ERPNext lets you import records from a CSV/Excel file.

•    Data import tool is an easy way to upload (or edit) bulk data (especially master data) into the system.

To begin importing data, go to:

Or you can simply go to the Document you want to import and click on Menu > Import:

1. Inserting New Records 

Let's say you want to import the list of Customers from your old system into ERPNext. 

1.1. Download the Template 

•    Go to Customer List, click on Menu > Import. Click on New.

•    Select Import Type as Insert New Records.

•    Click on Save.

•    Now, click on Download Template.

•    While inserting new records, the template should be blank. If you have a few Customers in your system, you can select Export Type as "5 Records" to see the format in which you have to enter the data in the template.

•    Select the File Type of the export template.

•    Select the fields that you want to fill in as the Customer details.

•    Click on Export.

1.2 Entering Data in the Template 

•    Your downloaded template will look something like this:

•    Open the downloaded template in a spreadsheet application (like Excel, Numbers, or Libre Office) and enter the data below the column headings shown as follows:

•    Now, save your template as an Excel or Comma Separated Values (CSV) file.

•    When you import this template, each row will make a Customer record in the system.

1.3 Importing the Template 

•    After updating your template file, go back to the Data Import form and attach the file by clicking on the Attach button.

•    Select the template file and click on Upload.

•    After the upload is successful, click on Start Import.

•    If there are any errors in your template, they will be shown in the Warnings section. The warnings will be categorized by Row or Column with their number so that you can easily track them down in the template and resolve them. You must resolve all the warnings before you can import the data.

•    After you have resolved the warnings, click on Start Import again to import the data. On successful import of the data, you'll see a log of each record that was created in the Import Log section.

2. Updating Existing Records 

Let's say you want to update Customer data in bulk in your system. The first step is to download the template with the data.

2.1 Download the Template 

•    Go to Customer List, click on Menu > Import. Click on New.

•    Select Import Type as Update Existing Records

•    Click on Save.

•    Now, click on Download Template.

•    While updating existing records, you must export the records from the system with the ID field and the fields that you want to update. You can choose All Records or Filtered Records depending on your case.

•    Select the fields that you want to update for the Customer records.

•    Click on Export.

2.2 Updating Data in the Template 

•    Your downloaded template will look something like this:

•    Now, change the values in your template and save the file as Excel or CSV.

2.3 Importing the Template 

•    Follow the steps in Importing the Template section above.

3. Importing Child Records 

Data in ERPNext is stored in tables like a spreadsheet with columns and rows of data. Each form likes Sales Order has multiple fields like Customer, Company, etc. It also has tables like the item table, tax table, etc. In Data Import, the set of fields in the Sales Order are treated as the main table and the rows inside the child table (item table) are treated as the child table for data import.

Each form in ERPNext can have multiple child tables associated with it. The child tables are linked to the parent tables and are implemented where there are multiple values for any property. For example, an Item can have multiple prices, a Sales Invoice has multiple Items, Taxes, and so on.

When you export a document with child tables, for e.g., each child row will appear on a separate row but it is associated with a single parent row. The subsequent values in the parent columns will remain blank. You must ensure that this order is not broken when you are importing them via Data Import.

4. Import Options 

4.1 Import from Google Sheets 

•    You can also import data from Google Sheets. Import your template in Google Sheets and enter the data. Make sure the Google Sheet is public. 

•    You can test this by opening the Google Sheets URL in an incognito browser window.

4.2 Submit After Import 

In ERPNext document types are mainly of two types - masters and transactions. The masters are records like Customer and Task which can only be saved not submitted. Transactions like Sales Orders, Purchase Invoices are submittable documents and can be submitted.

When you select a submittable document type for Import, you can tick Submit After Import to submit the document after it is imported.

4.3 Don't Send Emails 

Let's say you have created a Notification in your system and whenever a Lead is created an email is sent. Now, if you are bulk importing Leads then a lot of emails will be sent, which may not be desired. You can disable this option to avoid sending emails. 

After importing/creating the HS Codes, there are two places that the HS Codes can be entered, and therefore fetched from during fiscalisation: 

1.    On the Item Group doctype, this is used to categorise items within ERPNext. If an Item does not have an HS Code it will attempt to fetch a default value from its Item Group. The Item Group also has a ‘Set HS Codes on the Items’ button to update the HS Code on all linked Items.

2.    On the Item doctype. This doctype has its own field for setting the product-specific HS Code. If this field value is set it will be provided to the Fiscal Harmony platform during fiscalisation.

Additional Notes:

1.    Upload limit

•    There is no set limit on the number of records that can be imported, but the fewer uploads done at a given time, the faster the upload. Importing a large number of records has the potential of slowing down the system considerably for the users of the system.

2.    CSV Files

•    A spreadsheet data file, such as Excel, that can be saved as a Comma Separated Value (CSV) file can be uploaded into ERPNext to update various data.

•    If you are using Microsoft Excel and using non-English characters, make sure to save your file encoded as UTF-8

Contact Support

For further assistance, reach out to our support team:

•    Email: support@fiscalharmony.co.zw

•    Log a Ticket.

Related Links

https://docs.frappe.io/erpnext/user/manual/en/data-import

https://support.fiscalharmony.co.zw/support/tickets/new