Help / Inventory

Import, export and bulk edit items

Load many items from a spreadsheet, download your list, or change prices on several items at once.

These buttons are at the top of the item list (Items).

Export your items

1. Pick CSV or Excel in the small drop-down.
2. Click Export.

The file reflects the search, type and status filters you have set on the list. You need the export permission for Inventory; without it an error appears next to the button.

Import items from a file

1. Click Import CSV.
2. Choose CSV or Excel (.xlsx) and click Download Template.
3. Fill in the template, one item per row, and save it.
4. In the window, choose your file and click Preview.
5. Check the table. Each row says whether it will be created, updated, or is invalid, with the reason for any problem.
6. Click Commit Import. Nothing is saved before this step. You can click Start Over instead.
7. A results table shows how many were created, updated or failed, row by row.

The template columns are: Item Type, Name, SKU, Barcode, Category Id, Unit Id, Secondary Unit Id, Unit Conversion Factor, Description, HSN/SAC Code, Sales Price, Purchase Price, Is Tax Inclusive, Tax Category Id, Track Inventory, Reorder Level, Opening Stock and Notes.

How rows are matched:

• If a row has a SKU that already exists, that item is updated.
• If not, a row whose name matches an existing item (ignoring capital letters) updates that item.
• Otherwise a new item is created.

Good to know about imports

• Category, unit and tax category are given as numbers (ids), not names. If you do not have them, leave those columns empty and set them afterwards on each item.
• Opening stock can only be set once per item. A row that tries to set it again is marked invalid; clear that column to update the item's other fields.
• You need the create permission for Inventory to import, plus the edit permission if the file updates existing items.

Edit several items at once

1. Tick the boxes beside the items (the box in the header selects the whole page).
2. Click Bulk Edit (n). It is greyed out until you pick at least one item.
3. Tick the fields to change and enter a value for each. The choices are Sales Price, Purchase Price, Reorder Level and Notes.
4. Preview the changes. You see, for each item, the old and new values, and whether any item was not found.
5. Click Commit Bulk Update to apply them.

Bulk edit needs the edit permission for Inventory. The selection is cleared whenever the list reloads or you change page.