5.1.4. Excel Operations

If you work with many raw materials, entering records one by one takes time. Ritapos lets you add raw materials and update fields such as price, stock and external code in bulk with an Excel file. In this lesson you will learn the Excel options in the actions menu, how to export tables and what to watch out for in bulk operations.

Updating products with Excel is a different flow that starts from the product list. See 4.5. Updating Products from Excel.

Options in the actions menu

Open the İşlemler (actions) menu at the top right of the Ham maddeler or Stoklar list. It offers:

  • Ritapos Ai ile zenginleştir (enrich with Ritapos AI)
  • Excel dosyasından yükle (upload from an Excel file)
  • Ham madde harici kodlarını Excel'den yükle (upload raw material external codes from Excel)
  • Excel dosyasından fiyatları güncelle (update prices from an Excel file)
  • Excel dosyasından stokları güncelle (update stock from an Excel file)
  • Negatif stoklu ham maddeleri sıfırla (reset raw materials with negative stock)
  • Tüm ham maddeleri sıfırla (reset all raw materials)
  • Tüm ham maddeleri sil (delete all raw materials)
Current İşlemler menu: Ritapos Ai ile zenginleştir, Excel dosyasından yükle, Ham madde harici kodlarını Excel'den yükle, Excel dosyasından fiyatları güncelle, Excel dosyasından stokları güncelle, Negatif stoklu ham maddeleri sıfırla, Tüm ham maddeleri sıfırla and Tüm ham maddeleri sil
The current İşlemler menu
Actions (İşlemler) menu open on the raw materials list: upload from Excel, update prices and stocks
The actions menu on the raw materials list

Franchise member businesses may also see an option to update discount rates from Excel. The AI enrichment option is covered in 5.1.1. Raw Material Management.

Downloading the Excel format

When you click one of the Excel options, a window opens. Use the Excel formatını indirmek için tıklayın (click to download the Excel format) link to download a sample file with the right columns. Prepare your own file from this template.

Excel dosyası yükle (upload Excel file) panel: sample file link, column names, file picker and sync column
The Excel upload window

The window has two key fields:

  • Bir Excel dosyası seçin (choose an Excel file): the file you prepared.
  • Eşitleme kolonu (matching column): the column used to match file rows with existing raw materials. Choose Ham madde (raw material) or Harici kod (external code).

Choose the file and click Yükle (upload). Use İptal (cancel) to close the window.

Uploading raw materials from Excel

Excel dosyasından yükle adds new raw materials and updates existing ones, based on the matching column you chose. When you first move to Ritapos, you can import your whole raw material list this way.

For packed units such as cases and packs, the file also has content columns: number of pieces, amount per piece and content unit. Filling these correctly matters for the smallest unit cost. After the upload, the list shows the unit with its contents, for example Koli (12x750 Ml).

Before uploading, check:

  • Are the group names spelled correctly? A group name that is not in the system creates a new group with that name.
  • Do the units match the spelling in the template?
  • Are prices written for the chosen unit? For an item defined by the case, is it the case price?

Updating prices and stock with Excel

Excel dosyasından fiyatları güncelle updates the cost, sale price and VAT rate of the raw materials found through the matching column, using the values in the file. It is handy when a supplier price list changes.

After a price update, follow the steps in 5.3. Cost Calculation so recipe costs stay current.

Excel dosyasından stokları güncelle replaces each raw material's stock quantity (amount) and its minimum and ideal quantities (minAmountLimit, idealAmount) with the values in the file. The file value overwrites the current value; it is not added to it. Ritapos does not convert units, so write values in the smallest unit (g, ml or piece).

Example (sample data): you have 3,500 g of minced meat in stock. If you write 5000 as its amount in the file, stock becomes 5,000 g, not 8,500 g.

To correct stock after a count, we suggest the count flow in 5.1.5. Stock Count. A count shows the expected and counted quantities side by side.

Uploading external codes

If you use another stock or accounting program, you can bring your raw materials' codes from there into Ritapos. Ham madde harici kodlarını Excel'den yükle does this matching in bulk. External codes appear in the Harici kod column on the raw materials and stock lists.

Exporting tables

The raw materials and stock lists have Kopyala (copy), Excel, PDF, Yazdır (print) and Sütunlar (columns) buttons at the top.

  • Kopyala: copies the table to the clipboard.
  • Excel and PDF: download the table as a file.
  • Yazdır: prints the table. Useful for count sheets or order checks.
  • Sütunlar: lets you choose the visible columns.

There is also a full screen icon next to the Sütunlar button.

Kopyala, Excel, PDF, Yazdır and Sütunlar buttons and the full screen icon above the stock list
Table export buttons

The exported file contains the table you see on screen. Do not use it as an update template. For updates, always use the format downloaded from the window.

Care with bulk reset and delete

The last three options in the actions menu affect all your raw materials:

  • Negatif stoklu ham maddeleri sıfırla: sets negative stock to zero.
  • Tüm ham maddeleri sıfırla: sets the stock of all raw materials to zero.
  • Tüm ham maddeleri sil: deletes raw material records.

Use these only when you are sure. Before running them, we suggest exporting the raw materials and stock tables to Excel and keeping the files.

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