Importing new items into Lightspeed Retail using our Retail Imports team is only available in North America.

This workflow is for merchants preparing an inventory spreadsheet for import by the Retail Imports Team. To import the spreadsheet yourself, follow the self-import instructions.

To help you transition to Lightspeed Retail, the Retail Imports Team can help with importing your existing inventory, customers, and vendors.

To submit your data, you must prepare and format a spreadsheet with the required information.

Preparing your inventory data

Before submitting to the Retail Imports Team, you'll need to download and prepare your spreadsheet file so it's compatible with Retail POS. You can use the Inventory imports template or format an existing inventory export file to match the template.

• Using the Inventory imports template

  The Inventory imports template includes all the standard columns as well as item type, serialized status, discountable status, vendor cost, brand, tags, notes, reorder points or levels, and archived item status.

  1. Download the Inventory imports template.
  2. Open the file in Excel or Google Sheets. If using Excel with a CSV file, you need to follow specific instructions to avoid import errors.

     

  3. Review the import rules and follow the steps outlined in the next sections to successfully prepare your file for import by the Retail Imports Team.

• Importing inventory from another POS system

  If you're migrating from another POS system:

  1. Export data from your previous POS software in a spreadsheet software file (.CSV or .XLSV).
  2. Download the Inventory imports template.
  3. Open the file in Excel or Google Sheets. If using Excel with a CSV file, you need to follow specific instructions to avoid import errors.
  4. Copy the data from your export file and paste into the corresponding column fields in the Inventory imports template file. Do not alter the column header names in the Inventory imports template file.
  5. Verify that the data you brought into the template follows the import rules outlined below.
  6. Follow the steps in the next sections to successfully prepare your file for import by the Retail Imports Team.

• Using your existing item export file

  If you've already uploaded inventory into Retail POS, you can export your existing Retail POS inventory file:

  1. Navigate to Inventory > Item Search.

     

  2. (Optional) Apply filters to include or exclude items from your export file. Exporting only the items you intend to update can reduce import errors or duplicates later on in the import process.

  3. Click Export.

     

     Your inventory will automatically download as a .CSV file. Retail POS supports properly formatted .CSV, .XLSX, .XLS, and .TXT file formats.

  4. Open the file in Excel or Google Sheets. If using Excel with a .CSV file, you need to follow specific instructions to avoid import errors.

     The item export file will include legacy Season and Department columns that are no longer available. Leave these columns blank or delete before submitting your file for import.

  5. Review the import rules and follow the steps outlined in the following sections to successfully prepare your file for import by the Retail Imports Team.

Before starting your updates, create a copy of your original export file as a backup in case you encounter any errors. It can also be used to verify your data.

Adding or updating items in your import spreadsheet

Before adding or updating items in your spreadsheet, consider these important import rules:

Some fields in this section may not be reflected in a Retail POS item export file. Use the Inventory imports template as a guide.

Updating the quantity on hand (QOH) only adds to your inventory level, it doesn't replace it. For example, if you have 10 of an item and update the field to 50, your updated QOH will be 60.

Adding matrix variant products to your import spreadsheet

A product with variants is a product offered in different variations, like size or color. Each variant product must have a unique SKU and its own inventory.

Each product can have up to three attributes. Retail POS has three built-in matrix attribute sets: Color, Size, and Color/Size. You can also create custom matrix attribute sets.

Creating a variant product involves the same fields and steps as creating a standard product, with some differences:

• Description: Leave this field blank. Your item’s description will come from the Matrix Description + Attribute fields.

• Column rules for matrix variants

  It’s important to understand which columns will update every variant in the matrix, only update the individual variant, or can't be updated via import:

  Columns that will update every variant in the matrix:

  • Brand
  • Category
  • Subcategory 1, 2, etc.
  • Tax Class
  • Vendor
  • Item Type
  • Serialized

  Columns that will update the individual variants in the matrix:

  • UPC
  • EAN
  • Custom SKU
  • Manufacturer SKU
  • Price
  • MSRP
  • Default Cost
  • Reorder Point
  • Reorder Level
  • Vendor ID
  • Replace & Add Tags
  • Image

  What can't be updated via import:

  • Matrix Description, Matrix Attribute Set, and Attribute [1, 2, 3] must be updated manually.
  • Quantity on hand of a matrix variant can only be imported when the matrix variant is created. It can't be updated.
  • Matrix variants can't be removed from a matrix through an import.

Custom fields can't be imported, even if you've already created them in your Retail POS account.

Adding images to your items

The Retail Imports Team cannot import images. To import images for your items:

1. Use the self-import tool to import the image filenames.
2. Upload the image files to your Retail POS account to add them to your items.

Preparing your spreadsheet for the Retail Imports Team

Taking a little extra time to verify your spreadsheet file before submitting helps the Retail Imports Team time upload your inventory faster. When verifying your spreadsheet file:

1. You can rearrange columns, but column headers must match those in the template file. Changes to column headers or adding custom columns may cause import errors.

   

2. Delete any empty rows and columns, except for System ID, Description (or Item), and if applicable, Matrix Description, Matrix Attribute Set, and Attribute Values columns.
3. Confirm blank cells are intentional, as some columns may use a default value if left blank or deleted. Blank cells will not delete inventory data for existing items, you will need to add new content to the cell to update.

4. Make sure columns with numbers, like UPC or Default Cost, are formatted as regular integers (ex. 40010000000), not scientific numbers, currency, or other numeric formats (ex. 4.001E+11).

   • In Excel:
     • Select the column with numbers, then click Format > Cells. Change the Category to Number, set the decimal places option to 0, and click OK.
     • Check that the leading 0 has not been trimmed from UPC numbers. If it has been, type "0" (including apostrophes) to the beginning of your UPC number.
   • In Google Sheets: Select the column with the numbers, then click Format > Number > Number.

     

5. Remove custom formatting on cells. This can happen when pasting data from other sources.
6. Remove any special characters, symbols, or emojis.
7. Save your file as .CSV or .XLSX format, following the Excel export steps if using Excel.

Submitting your spreadsheet to the Retail Imports Team

After you prepare and verify your import spreadsheet file:

1. Submit your request to the Retail Imports team.
2. Select Import request from the dropdown.

   

3. In the Subject field, type Inventory import.

   

4. In the Import Type dropdown, select Inventory or Customer or Vendor Import.
5. In the Description field, include:
   • A concise explanation of your desired updates.
   • Your email address.
   • Your Account ID.

     Find your Account ID by clicking Help at the bottom-left corner of Retail POS. It will be listed at the top of the popup window.

6. Click Add file or drop files here and attach your spreadsheet.
7. Click Submit.

Data import can take up to 15 business days to complete. If the Retail Imports Team has to edit your data, they will send the file back to you for approval. If your file is not formatted correctly, your import may be delayed.

What's next?

Attachments

• Template - Inventory Import.xlsx100 KB