Excel Import and Export
The system allows you to export and import your products and batches using Microsoft Excel spreadsheets (.xlsx and .xls).
This feature is available on both mobile applications (Expiry Traker and Expiry Traker for Teams) as well as the Web version (Validades.com), with complete cross-platform compatibility.
Download Example Template Spreadsheet
To make it easy to fill out and ensure formatting is correct, we provide a pre-filled example template spreadsheet:
📥 Click here to download the Example Template Spreadsheet
How to Export Your Data
Exporting generates a complete Excel file with all products and batches registered in your Workspace:
- In the Mobile App (Expiry Traker / Expiry Traker for Teams):
- Go to the side menu or settings screen.
- Tap on Import/Export (or Export).
- Under the Excel section, tap Export to Excel.
- The app will generate the file and open the native share sheet so you can save it to your device, email it, or share it via messaging apps.
- On the Web (Validades.com):
- Sign in and select your Workspace.
- From the side menu, go to Export.
- Click Export to Excel to start downloading the
.xlsxfile.
How to Import Your Data
You can import spreadsheets prepared on your computer or transfer downloaded data from another device:
- In the Mobile App:
- Open the Import/Export screen.
- Under the Excel section, tap Import from Excel.
- Select the
.xlsxfile on your device. - The app will process each row and display a summary report showing the number of products and batches created or updated.
- On the Web (Validades.com):
- From the side menu, go to Import.
- Select Import Excel File.
- Drag and drop or browse for your
.xlsxfile and click Start Import.
Spreadsheet Structure and Columns
The spreadsheet supports the following column headers:
| Column | Required? | Description | Examples |
|---|---|---|---|
| Product Name | Yes | Identification name of the item. | Whole Milk 1L, Rice 5kg |
| Code | No | Barcode, EAN, GTIN, or SKU. | 7891000100100, PROD-001 |
| Category | No | Category for grouping (auto-created if not found). | Dairy, Grocery |
| Brand | No | Product brand (auto-created if not found). | Example Brand, Nestlé |
| Store | No | Store location or warehouse branch (auto-created if not found). | Main Store, Branch 01 |
| Batch Name | No | Batch or lot identifier. | BATCH-01, A1, Morning |
| Expiration Date | No* | Expiry date of the batch (*required if batch info is present). | 12/31/2026, 2026-12-31 |
| Quantity | No | Quantity of items in stock for this batch. | 10, 24, 50 |
| Price | No | Retail/selling price for this batch. | $15.50, 15.50 |
| Cost Price | No | Unit cost price paid for this batch. | $10.20, 10.20 |
| Temporary Price | No | Promotional or temporary sale price. | $12.00, 12.00 |
| Status | No | Verification status of the batch. | Checked, Unchecked |
| Observation | No | Additional notes regarding the product or batch. | General notes |
Compatibility Tips
- Date Formats: The system supports
DD/MM/YYYY,MM/DD/YYYY, ISO formatYYYY-MM-DD, and native Excel date cells. - Price Formats: Numeric values can include or omit currency symbols (
$15.50,15.50,R$ 15,50). - Products with Multiple Batches: To register multiple expiration dates for the same item, simply repeat the same Product Name and Code on separate rows with each batch's respective Expiration Date and details.