⏱ Estimated time: 15–30 minutes (depending on data volume)

👤 Role: Retail Manager, Inventory Controller, System Administrator

What you'll learn:

• How to access and prepare the bulk product import template.

• How to format variant data across multiple lines.

• How to correctly input currency and price formatting for successful upload.

When should I use this?

The bulk import tool is designed for efficiency when introducing a new brand or performing a mass update of your inventory. Instead of creating items individually, you can upload hundreds of products simultaneously via a CSV file.

Key Logic: Because this process handles large volumes of data at once, accuracy is paramount. The system matches the data in your spreadsheet to existing configurations (like Brands and Analysis Codes) within the EMS.

Before you start:

• Configuration Check: You must have already created your Suppliers, Brands, Analysis Codes, Categories, and Attributes in the EMS.

• Access Training: Ensure you have access to your Training/UAT environment to test the file first.

• Software: Have Microsoft Excel or a similar spreadsheet processor ready to edit the .csv file.

Warning: Irreversible Action > Bulk importing cannot be undone or "rolled back". If data is imported incorrectly, items must be manually made inactive. Always test your import file in your Training system before proceeding to Production.

Step-by-step

1. Download the Import Template

Navigate to Settings > Products and click the Import Products button. From this screen, click the link to download the .csv template.

2. Prepare the Data

Open the template in Excel. You will see sample data provided; use this as a guide for formatting. Complete the mandatory columns including Suppliers, Product Name, Brand, and Analysis Code.

Note: Data is case sensitive, ensure to match what you have built in EMS. 

3. Configure Variants and Options

If your product has multiple options (e.g., different sizes or colours), you must enter these as multiple lines in the spreadsheet.

• Variant Options: Enter the title and the option using the format [Attribute:Value]. For example: [Colour:Blue,Size:M].

• Variant Name: Enter the descriptive name for that specific version, such as Blue M.

• Uniqueness: Every variant line must have a unique SKU and Barcode.

4. Format Pricing and Currency

When entering your Cost and Price, you must specify the currency code followed by the amount.

• Example: Enter GBP:25 for 25 Pounds or EUR:28 for 28 Euros.

Example:

5. Upload the File

Return to the EMS (ensure you are in the Training environment for the first run). Go to Settings > Products > Import Products. Click Choose File, select your completed template, and click Import Products.

6. Review the Success Report

Once the file has finished processing, the system will provide a report.

• Successful Items: These are now live in your product list.

• Failed Items: The report will provide a note explaining why specific rows failed. Duplicate entries (based on SKU or Barcode) will be ignored and will not be imported twice.

Best practice:

• Verify in Training: Always confirm the results in your Training system to ensure prices and categories appear exactly as expected before touching Production.

• Consistency: Ensure there are no trailing spaces at the end of your Brand or Supplier names, as the system requires an exact match to your existing settings.

• SKU Management: Maintain a master list of SKUs to ensure you don't accidentally reuse a code intended for a different product.