The quick answer
A spreadsheet migration is a data-cleaning task as well as an import task. Agree which file is authoritative, standardise units and identify duplicate items. An import that succeeds technically can still contain the wrong quantities or balances.
Use the current Dukanam import workflow and its accepted template. Do not assume every spreadsheet column or historical transaction type can be imported automatically. Keep the original workbook and verify the result before trading.
Before you begin
- A backed-up source workbook and migration cut-off.
- The current accepted import template and field instructions.
- Verified stock quantities and party opening balances.
See how the pieces connect
Clean
Standardise items, units and identifiers.
Map
Match source columns to supported fields.
Import
Validate a controlled data set.
Verify
Compare totals and test real workflows.
Work through the steps
Choose the authoritative workbook
Identify the latest verified file and retain a read-only copy. Separate drafts and old versions. Document the cut-off so new transactions are not lost while cleaning the sheet.
Clean identifiers and units
Remove genuine duplicates, preserve meaningful item codes and standardise pack sizes. Check leading zeros in barcodes and codes. Do not let Excel convert a long barcode into a rounded number.
Map only supported fields
Download the current import template and read its requirements. Match tax, price and unit fields carefully. Unsupported historical transactions need an agreed alternative rather than guessed column names.
Prepare opening values
Reconcile physical quantities and customer/supplier balances at the cut-off. Choose an opening-balance approach that does not double count old transactions. Separate damaged stock and unresolved entries for review.
Validate a controlled import
Use the supported validation or preview where available and correct reported errors. Start with a representative controlled set when the workflow allows it. Avoid repeatedly importing the same records without understanding duplicate handling.
Verify and begin billing
Compare item counts, codes, quantities, prices and balances with the source. Test a bill, purchase and payment. Retain the final import file and review the first trading day’s records.
A worked example
Check more than the imported row count
Illustrative validation checklist.
| Field | Check |
|---|---|
| Item code | Unique and unchanged |
| Barcode | Leading zeros retained |
| Unit | Carton and piece meanings preserved |
| Opening stock | Agrees to cut-off count |
| Party dues | Agrees to supported opening schedule |
A matching row count does not prove the import is correct. Verify a sample of actual values and reconcile the important totals.
Common mistakes to avoid
- Importing several versions of the same workbook.
- Losing leading zeros in barcodes.
- Guessing unsupported columns or tax fields.
- Counting old invoices and opening balances twice.
Questions you might have
Can every Excel workbook be imported directly?
No. Use the accepted template and supported fields for the actual workflow.
Should I keep my original file?
Yes. Preserve the source and final import evidence so you can investigate differences and satisfy record-retention needs.
Dukanam
A smart, low-cost choice for small-business GST billing
Dukanam brings billing, purchases, stock, customer balances, payments and reports together. It is built for Indian small businesses that want clear records without a complicated setup.
Best suited to shops that want connected everyday billing and bookkeeping, web and mobile access, and nine product languages. Choose the plan that includes the features you need.
GST-aware billing and preparation depend on your plan. Review records before filing on the GST portal; Dukanam does not directly submit GST returns, government e-invoices or e-way bills.
Current plans with GST preparation
- Advanced Plan₹299.00 per month
Check annual prices, limits, applicable taxes and checkout terms. Paid plans do not include a free trial.
Sources and further reading
Official rules and portal screens can change. Use the linked authority for the current requirements; the figures in our worked examples are illustrative.