The "Copy-Paste" Revolution: How to Import Data into SQL Account in Seconds

Are You Still Typing Invoices by Hand?

It is the most dreaded task in accounting: Data Entry. You have a spreadsheet from your sales team with 50 items. Or a stock list from a supplier with 200 rows. The thought of manually keying them into SQL Account—line by line—is enough to ruin your day.

In the past, importing data was technical. You had to map CSV columns, worry about "delimiters," and pray the file didn't crash.

Those days are over. SQL Account has introduced Clipboard Excel Import, and it is literally as easy as Copy and Paste.

The 4-Step Workflow (No Tech Skills Needed)

This feature is built for speed. You don't need to save files or configure settings.

1. Get the Template: Inside SQL Account, go to File > Import and select the module (e.g., Sales Invoice). Click "Get Template."

2. Fill & Copy: Fill in your data in the Excel template. Highlight the rows (including headers!) and press Ctrl+C.

3. Paste: Go back to SQL and click "Paste from Clipboard".

4. Import: Click "Validate" to check for errors, then "Import."

3 "Secret" Tricks to Master This Tool

To get the most out of Clipboard Import, you need to know the specific rules that make it smart.

1. The "Quick Fix" Button (Your Safety Net) Usually, imports fail if you miss a single field (like a Customer Code). SQL Account’s Quick Fix button solves this instantly.

• If a field is empty, it prompts you to select a default value.

• If a Master Item (like an Agent or Area) doesn't exist, it can auto-create it for you right there.

• Result: You fix errors on the fly without restarting the whole process.

2. Auto-Numbering (The Magic Code) Don't want to manually check what your next Invoice Number is? You don't have to. In your Excel file, use the special code <<New>>n in the document number column.

• <<New>>1 = First Document

• <<New>>2 = Second Document SQL Account will automatically swap this code for your system's next running number (e.g., INV-000501) during the import.

3. The "Underscore" Rule When you look at the template, you will see some column headers start with an underscore (e.g., ItemCode, Qty).

• No Underscore: These are Main Headers (Date, Customer Name, Terms).

• With Underscore (_): These are Item Details (The products you are selling).

• Crucial Rule: Do not rename these headers. SQL needs the exact name to read your data correctly.

Why This Changes Your Workflow

This isn't just about saving time; it's about accuracy.

• Update Existing Records: You can use this to bulk-update customer addresses or price lists. The system detects if a record exists and updates it instead of creating a duplicate.

• Validation First: The status column clearly shows "New", "Update", or "Error" before you commit, so you never mess up your database.

Ready to try it? Stop typing and start pasting. Open your SQL Account, go to File > Import, and test it out today.

Need help setting up your first Import Template?

Contact the Apscom Solutions so we can guide you through your first bulk upload!