BC Tip #3 - Copy/Paste from Excel to Grid Views
- Ben Cole
- Oct 6
- 4 min read
Hello everyone, my name is Ben Cole and this is my third video in a series of weekly tips for D365 Business Central. In this quick guide I’ll walk you through a simple, powerful way to import data into Microsoft Dynamics 365 Business Central: copying and pasting between Excel and any grid view in the system. This method is a fast alternative to configuration packages and the Edit in Excel feature, especially when you need a “quick and dirty” import for journals, sales documents, or other grid-based pages.
Table of Contents
Why use copy/paste for imports?
Speed: No need to set up configuration packages or install add-ins — you can be importing in minutes.
Flexibility: Works in any grid view (cash receipt journals, general journals, sales order lines, etc.).
Familiar tools: Prepare and manipulate your data in Excel, then push it back into Business Central.
When this method makes sense
Small to medium-sized imports where you control the data structure.
Quick journal entries, sales document line imports, and ad-hoc data entry tasks.
Quick import of a few records without the overhead of setting up configuration packages.
Step-by-step: Copy/Paste from Excel into a BC grid
Open the grid in Business Central that you want to populate (for example, a Cash Receipt Journal or Sales Order Lines).
Copy the existing rows from the Business Central grid into Excel to create your template. This ensures you have the correct columns and order.
Populate or modify your data inside the Excel template. Make sure required fields are filled and formats (dates, numbers) match what Business Central expects.
Copy the populated rows from Excel (Ctrl+C).
Back in Business Central, select the grid and click the small arrow in the grid header (this focuses the grid for paste). Then paste (Ctrl+V).
Verify the pasted records in the grid and post or save as required by the page you’re working on.
"Boom. You now have a quick and dirty import without the hassle of setting up those configuration packages or doing the edit in Excel feature."
Tips and best practices
Test first: Try a few rows before doing a larger paste so you can confirm validation rules and formats.
Required fields: Make sure mandatory columns are present and populated in your Excel template.
Formats: Keep date and number formats consistent with Business Central (use Excel formatting, not text, where possible).
Personalization's: If you have personalized the grid (changed columns or their order), recreate your template — the column layout must match exactly.
Small batches: For large imports, consider breaking into smaller chunks to avoid timeouts or accidental mistakes. For really large batches, use Configuration Packages.
"Personalizing Pages after creating your excel based template will result in needing a new template as columns in both Business Central and Excel must match exactly (including order).
Limitations and when to use other methods
Not ideal for very large datasets: For thousands of rows, use configuration packages, edit in excel, or other data migration tools that are more reliable.
No advanced mapping: Copy/paste requires exact column alignment. For complex field mapping or transformations, use configuration packages or Edit in Excel.
Validation handling: Errors are surfaced in the grid; automated validation and staged imports are better handled with dedicated tools.
Alternatives at a glance
Configuration Packages: Best for repeatable, larger-scale imports and when you need field mapping, templates, and export/import control.
Edit in Excel: Useful when you want a connected Excel experience and the ability to publish changes directly, but it requires the Excel add-in setup and sometimes additional permissions.
Copy/Paste: Fast, no setup, excellent for grid-based entries and quick tasks.
FAQ
Q: Which grid views support copy/paste?
A: Any grid view that accepts inline entries supports copy/paste — common examples are Cash Receipt Journals, General Journals, Sales Order Lines, Purchase Order Lines, and similar list or line pages.
Q: What happens if my pasted rows fail validation?
A: Business Central will typically show error messages inline. Fix the errors in the grid (or in your Excel template) and paste again. Always test a small batch first.
Q: Do I need any special permissions or extensions?
A: No special extensions are required for basic copy/paste. You do need necessary permissions for the page you are editing.
Q: How do I handle dates and number formats?
A: Use Excel formatting that matches the locale and expected format in Business Central. If you run into issues, convert values to plain text in Excel that match the expected input format, then paste.
Q: Will personalization break my template?
A: Yes. If you personalize the grid (add/remove/reorder columns), your Excel template must be recreated to match the new layout exactly.
For more Frequently asked questions, see Microsoft Learn.
Conclusion
Copy/paste between Excel and Business Central grid views is a simple, efficient technique that can save time for quick imports and routine data entry. It’s not a replacement for full migration tools, but it’s a go-to trick for many day-to-day scenarios.
Give it a try on a small test set, and if it helps, incorporate it into your regular workflow.
If you found this helpful, check out more tips and tricks and subscribe for weekly Business Central tips. Have a great day!
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