Importing and Exporting Items
It is possible to manually add items to the system and edit them. However, if there are too many items, this process will take a lot of time and effort. Carrying this out by means of importing the CSV file is much quicker and convenient. Import/Export of the items list can be done in several simple steps as shown below.
Import of items
Go to 'item list'
Enter the back office and open your items list in the ITEMS tab. Press the IMPORT button.
In case you have more than one store, import-export buttons appear after selecting a certain store.
In the IMPORT menu, download the CSV file template.
Open it on your device and you will see the table for filling in such fields:
SKU (Stock Keeping Unit) is a unique code given to each of your items. Specify and fill in each field individually. We recommend using numbers of the format "10001", "10002"... etc. but the main thing is that no numbers are repeated. One last condition is that the SKU should not exceed 40 characters.
Fill in the names of each imported item in this field. For this purpose, you can use letters, digits, gaps and any special symbols, as long as you use no more than 40 total characters.
Also, specify the category for each item. For example, if you create the items "Cherries", "Apples" and "Oranges", then it is, of course, logical to put them into the "Fruits" category.
Here specify the cost of items only using digits- no currency symbols. Do not fill in the cost field for composite items. This will be calculated automatically as a sum of costs for each individual component.
In this field, fill in the price at which you plan to sell the items. As with the "Cost" field, enter only digits without currency symbols. If you want to specify the item price during a sale, leave this field empty.
Item is available for sale
Here it's only necessary to specify one character: "Y" (Yes) – if the item is available for sale, or "N" (No) – if it is not available.
It is important to note that if you ignore this field, then the item will be available for sale by default.
Is sold by weight
If the item is sold by weight, enter "Y" in the field, and if not, enter "N". Again, if you do not fill in this field, the item will be sold by 'Each' as default.
If a barcode is available, then fill in this field with the item's barcode digits.
SKU of included item
Each composite item includes several components. Specify SKU codes of all included items (components) of the selected composite item here.
Quantity of included item
In this field, it's necessary to specify the quantity of the component that is included in one unit of the composite item. For example, for one portion of the composite item "Americano with milk" you use 0.1L of the item "Milk". This means you should fill in the value 0.1 in the "Quantity of included item" field nearby the "Milk".
If you would like to track the inventory of a selected item enter "Y" in the field and if not enter "N". If you leave this field empty, then tracking inventory will not be kept.
If you want to track inventory, then fill in an item's current quantity in this field, again only using digits. To avoid confusion with units e.g. weight, we advise specifying them in brackets nearby the item name in the field "Name". For example, if you have 100kg of potato in stock, then in the "Name" field write "Potato (kg)", and under “in stock” input "100".
If you have selected the option "Track inventory" and at the same time didn't specify a quantity, then the unit will automatically be zero.
* Before starting to import your items, we recommend that you add the relevant taxes in the back office. In this way, the taxes are automatically added to the imported file.
After all fields of the template file are filled in, save and upload it onto the system. To do this, drag the CSV file into the corresponding field or click "select it on the computer" specifying the correct folder. When you've done this, click "Upload".
If you filled in the table without errors, you will be directed to an import confirmation window. There you will see information on how many items and categories will be created or edited. Click "CONFIRM IMPORT".
You will see a notification message that the list of items has been successfully updated. Click "OK" and continue your work.
You may be faced with some errors when loading the completed file. An error message will appear if:
You changed the file format so that the file you try to load is no longer in CSV format.
The size of your file exceeds the admissible 5 MB.
You edited names of columns that should have been left unedited.
You have more than 10,000 items saved in your file.
In the next stage, you may be faced with import errors. In this case, the window with the corresponding message will open. In the left part of the window you will see the main point of the error, and in the right part, its layout: row, column, and cell. Fix all errors to import items successfully.
In the lower part of the same window, you will see the list of warnings. For example, "You have not filled in the field "Price". If in the case that you were planning to specify the item price at the time of sale, then the warning can be ignored.
After all, errors are fixed, you can continue importing items.
Export of items
If you want to edit a large number of items which are already in your items list, then use the export feature.
To do this, go to your item list and click "EXPORT". The same table which you filled in when importing items will appear on your device.
You can edit necessary fields directly in the table and import it back.