How to Import Master Data in Odoo 18 for Trading Businesses

Arsalan Yasin

Techno-Functional Odoo Consultant | 283+ Projects | 85+ Implementations | Helping SMEs Achieve ERP Excellence for 10+ Years

Introduction

Let’s be real—managing a trading business is already tough. But doing it with messy, outdated, or missing data? That’s not just tough—it’s exhausting. If you've ever lost a customer due to a missing contact entry or over-promised on a product that never existed in your inventory, you're not alone.

That’s where Odoo 18 steps in like a calm breeze on a chaotic day. This version brings streamlined, smarter, and more reliable ways to get your business data in order—so your operations can breathe again.

📦 Understanding Master Data in Trading

What is Master Data?

Master Data is your business’s lifeline. It includes the essential records that rarely change but are referred to again and again—like products, customers, suppliers, pricing, tax rules, and more.

Types of Master Data in a Trading Business

  • Products & SKUs
  • Vendors & Suppliers
  • Customers & Partners
  • Pricelists
  • Chart of Accounts
  • Taxes & Fiscal Positions
  • Units of Measure

These pieces define how your business runs on the inside. Getting them right is like laying the foundation of a rock-solid building.

💡 Importance of Master Data for Trading Operations

Think of your trading business as a car. Master data is the fuel. If your data is incomplete, duplicated, or inconsistent, it’s like driving with a leaky fuel tank—you won’t go far, and you’ll break down often.

Why It Matters:

  • Prevents stock errors
  • Enhances customer satisfaction
  • Boosts profitability
  • Enables data-driven decisions

🚀 Odoo 18: A Brief Overview

Odoo 18 is not just another upgrade—it’s a transformation. With improved UI, faster performance, and simplified import tools, it’s made for people like you who want to focus on business, not backend struggles.

🧹 Preparing Your Data Before Import

Before you even touch Odoo, pause and clean house.

Cleaning Existing Data

  • Remove duplicates
  • Standardize formats (e.g., phone numbers, SKUs)
  • Ensure consistency in naming

Structuring Excel or CSV Files

  • Use headers like Name, SKU, UOM, Tax, etc.
  • Keep it simple: avoid extra symbols or formatting

Templates Odoo Supports

Odoo 18 provides downloadable templates inside each import page. Use them! They’re life-savers.

📋 Master Data You Need to Prepare

  • Products: Names, internal reference, category, UOM
  • Customers/Vendors: Name, email, phone, address, tax ID
  • Pricelists: Price rules, currency, start/end dates
  • Chart of Accounts: Account code, type, tags
  • Taxes: Tax rate, scope (sales/purchase), account
  • UOM: UOM name, category, ratio

The more accurate this data, the fewer headaches down the road.

🛠️ Step-by-Step: How to Import Master Data in Odoo 18

Step 1 – Navigating to the Import Tool

Go to any module (like Sales or Inventory) > Click “Favorites” > “Import Records”

Step 2 – Uploading the File

  • Use .csv or .xlsx
  • Encoding: Always prefer UTF-8 to avoid weird characters

Step 3 – Mapping Fields Correctly

Odoo auto-detects fields, but always cross-check. Example: Your column Product_Name should map to Product/Name.

Step 4 – Validating Your File

Hit “Test” first! Odoo checks:

  • Missing required fields
  • Duplicates
  • Wrong formats

Fix errors before you click that final button.

Step 5 – Final Import

If validation is clean, hit “Import.” You’ll see a success message—and your data will magically appear in your system, ready to work for you.

⚠️ Common Pitfalls and How to Avoid Them

  • Duplicate Entries: Always enable external ID tracking
  • Empty Mandatory Fields: Don’t skip name, SKU, or currency fields
  • Misaligned Data Types: Text in number fields? Odoo will reject it.

⚙️ Automating Master Data Imports (Advanced Tip)

If you're dealing with frequent supplier file updates, go beyond manual import. Use:

  • Python scripts with Odoo API
  • Odoo connectors for Excel or Google Sheets
  • Scheduled imports via cron jobs

Automation = Less manual effort, more business focus.

🧼 Best Practices for Data Management Post-Import

  • Assign Owners: Make someone responsible for every data type
  • Version Control: Keep backups before every major import
  • Periodic Reviews: Set monthly or quarterly reviews to catch stale data

📈 Real-Life Case: Chaos to Clarity

Meet Ali, a trading business owner in Dubai. He ran on spreadsheets, lost invoices, and overstocked due to poor data. After switching to Odoo 18 and importing all his master data properly—he saw:

  • 42% faster order processing
  • 99.8% data accuracy
  • 20+ hours saved weekly in admin work

His words? “I finally sleep in peace.”

🎯 Conclusion

Importing master data in Odoo 18 isn't just a technical process—it’s an emotional journey. It’s about taking control. About eliminating chaos. About building a system that works for you, not against you.

So, if your trading business feels like it’s spinning in circles, maybe what you really need… is a clean start—with clean data.

❓ FAQs

1. What file type is best for importing master data into Odoo 18?

CSV is widely supported and safer when working with larger files, but XLSX works well too.

2. What happens if I accidentally import wrong data?

You can always archive or delete, but it’s smart to backup before any large import.

3. Can I import multiple data types at once?

It’s better to import each category (Products, Customers, etc.) separately to reduce errors.

4. Is it possible to automate these imports weekly or monthly?

Yes! Use Odoo's API or scheduled actions to automate imports.

5. Can I update existing records through import?

Absolutely—just include the correct External ID or Internal Reference in your file.