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Migrating inventory from your previous POS

Migrating from your previous point of sale system to Lightspeed Retail may take a few days. During that time, you'll continue making sales in your old previous point of sale (POS before going live with Retail POS. When the time comes to make the switch, your quantity on hand (QOH) will no longer be accurate in Retail POS. Before migration can be completed, quantity on hand (QOH) must be accurate.

Completing an inventory count in your previous POS

To migrate your inventory data from your previous point of sale:

  1. Ensure that your current quantity on hand (QOH) is accurate by doing an inventory count in your previous POS. If you aren't able to do an inventory count in your previous POS, you can do one in Lightspeed Retail POS after you import your items.

  2. Go live with a QOH of 0 for all your items.

    Once you start processing sales with your Lightspeed Retail account, your inventory will go into the negative. You can plan to do an inventory count to correct it within your first month of using Lightspeed Retail POS.

Exporting and formatting inventory data from your previous POS

Once your QOH is accurate, export your inventory data from your previous POS and format your import file to make it compatible with Retail POS. 

If you plan to process sales between exporting inventory data from your previous POS and going live with Retail POS, exclude QOH when formatting your inventory file.

Importing your inventory file into Retail POS

Complete the steps to import your inventory file into Retail POS.

If you won't be processing sales after your export: If you don’t plan to process sales between the time you export your inventory data from your previous POS and going live with Retail POS, you are ready to go live with Lightspeed.

If you will be processing sales after your export: If you plan to process sales between exporting inventory data from your previous POS and going live with Retail POS, remember to exclude QOH. You will need to follow the additional steps below.

Updating your QOH in Retail POS before going live

The best way to update your QOH before going live is through a purchase order import. Using this method requires your inventory to start at a quantity of 0 for all items, so it is best not to include stock quantities when importing your inventory. If you already have, you can use an inventory count to zero out your inventory, then proceed with this method.

To update your QOH:

  1. Export your inventory data from your previous POS the day before you plan to go live with Retail POS.
  2. Format the resulting file so that it only includes the following three columns:
    • A unique identifier, such as:
      • Vendor ID.
      • UPC.
      • EAN.
      • Custom SKU.
      • Manufacturer SKU.
    • Order Qty (QOH).
    • Unit Cost.

After exporting your file, you will need to import it into a purchase order:

  1. Navigate to Inventory > Purchase Orders.

    Inventory page with Purchase Orders emphasized.

  2. Click + New Purchase Order.

    Purchase Orders page with + New Purchase Order emphasized.

  3. From the Vendor drop-down, add a mock vendor name (e.g. “Lightspeed Go Live”).

    New purchase order details page, with fields to input details about the order.

  4. Optionally, enter a note for your records stating that this is the initial QOH of inventory.
  5. Click Save Changes. You will be brought to the main page for this purchase order.
  6. Click Import.

    Purchase order page with Import tab emphasized.

  7. Click Upload CSV file and select your import file.

    Import page with option to Upload CSV file.

  8. Under Assign Columns, make sure your column headings are correctly mapped.

    List of columns with their designated matches selected, and Import Items to Purchase Order option visible.

  9. Optionally, enter your email address to be notified once the import is complete.
  10. Click Import Items to Purchase Order.
  11. Wait for the import to conclude. This may take several minutes. You can navigate away from the page and your import will not be affected.
  12. The job will change status.
      • If the upload was successful, the uploaded items will appear in the purchase order screen. Click the order's name to continue.

        Job status screen, showing successful import.

      • If the upload was unsuccessful, the page will state the issue. Correct any errors outlined on the page and reupload.

        Job status screen, showing unsuccessful import.

    You may need to refresh the page to view the outcome of the upload.

  13. Click Order.

    Purchase order page with Order tab emphasized.

  14. Under Items, review the ITEM, ORDER QTY, and COST columns. Edit if necessary.

    List of imported items.

  15. Once these columns are correct, click Ordered.

    Purchase order page with Ordered button emphasized.

  16. Click Check In.

    Purchase order page with Check In button emphasized.

  17. Click Receive All Items.

    Purchase order page showing options to Receive All Items and Add Received to Inventory.

  18. Click Add Received To Inventory.
  19. Click Add items to confirm. This action cannot be reversed.

    Pop-up window confirming adding items to inventory, with options to Cancel or Add items.

  20. Click Finished.

    Purchase order page with modal showing successful addition of items and Finished button.

Your items should now have an accurate QOH in your Lightspeed Retail POS inventory. You can confirm by reviewing your inventory in Inventory > Item Search.

You are now ready to go live with Retail POS.

What's next?

Importing item images

Learn how to import images to add them to your items.

Learn more

Using Retail Support to process your inventory import

Use our Retail Imports team to upload your import spreadsheet.

Learn more

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