Implementation and migration / Practical guide
How to move spreadsheet records into ERPNext
Pick a cutover date, map and test-import your records in a separate site, and reconcile the opening position before going live.
Published by ERP Nepal · · Editorial approach
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Decide what moves
List the sheets staff really use, with one owner each. Bring forward opening balances or full history, and archive the rest.
Map fields and try a small import
Use the ERPNext Data Import template for each document type. Import master records before the documents that use them.
- Keep leading zeros as text.
- Mark dates as BS or AD.
- Resolve duplicate customers by evidence.
References: ERPNext: Data Import
Don’t count balances twice
Fictional: two unpaid invoices of NPR 12,000 and 8,000. Import them or post a NPR 20,000 balance, never both.
| Check | Expected result in this example |
|---|---|
| Outstanding invoice count | Two invoices, with their individual references. |
| Customer receivable total | NPR 20,000, matching the approved source. |
| A later NPR 5,000 receipt | NPR 15,000 remaining after the intended allocation. |
References: ERPNext: Opening Balance in AccountsERPNext: Stock Reconciliation
Questions and answers
Must every old transaction be imported?
No. An opening position plus an archive often works.
Can I import straight into the live site?
No. Rehearse in a separate site first.
Sources and further reading
Checked 28 September 2026.