This workflow is to add new inventory or update existing items using a spreadsheet and the self-import tool in Retail POS. You can also prepare your spreadsheet and send to the Imports team for upload (North America only).

There are multiple ways to add or update items and images in Retail POS, but importing using a spreadsheet file (.CSV or .XSLX) can save time and effort, particularly if you're exporting inventory data from your previous point of sale (POS), have a large inventory, or are familiar with spreadsheet applications like Google Sheets or Excel.

Downloading your inventory import spreadsheet

Before importing, you'll need to download and prepare your spreadsheet file so it's compatible with the self-import tool in Retail POS. You can start from an existing inventory export file for basic updates or use the Inventory imports template to add or update items with more detail.

• 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 import your items.

• Using your existing item export file

  For basic updates to existing item descriptions, barcodes, price and costs, taxes, vendor names or numbers, categories/subcategories or to add quantity on hand, you can export and update 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. The self-import tool 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 importing your spreadsheet.

  5. Review the import rules and follow the steps outlined in the following sections to successfully import your items.

  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.

• 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 import your inventory into Retail POS.

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 your item export file. Use the Inventory imports template for more detailed item updates or additions.

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 image filenames to your import spreadsheet

After importing the filenames of your item images, you'll need to upload the image files to your Retail POS account to officially add them to your items.

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.

Preparing your spreadsheet for import

Taking a little extra time to verify your spreadsheet file before importing can save time later and reduce the chance of import errors. When verifying your spreadsheet file:

1. You can rearrange columns, but column headers must match those in the export or 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.

Uploading your import spreadsheet in Retail POS

After verifying and saving your file, import your inventory spreadsheet into Retail POS. Only 1 import can run at a time per account.

1. Navigate to Inventory > Import Items.

   

2. Click + New Import.

   

3. Drag and drop your import file or click Choose file to select your import file.

4. In the Select import method dropdown, choose your desired import method:

   • Create new and update existing items: Your spreadsheet includes rows with updated items and their System IDs. It also has rows with new inventory items with System ID fields left blank.
   • Update existing items only: Your spreadsheet only has rows with updated items and their System IDs.
   • Create new items only: Your spreadsheet only has rows with new inventory items with System ID fields left blank.

   

5. If you've included existing items in your spreadsheet, use the Match on field dropdown to select the unique ID type you want to use to match your updates with the correct existing item in your inventory:

   • System ID (recommended): System IDs are generated when an item is created and can't be updated, ensuring they'll be unique per item. Your spreadsheet should include system IDs for existing items but new items should be left blank.
   • UPC: Universal Product Code, 11-18-digit barcode number. If selected, your spreadsheet must contain a unique UPC for each item.
   • EAN: International Article Number, 13-digit barcode number. If selected, your spreadsheet must contain a unique EAN for each item.
   • Custom SKU: Internal shop code. If selected, your spreadsheet must contain a unique Custom SKU for each item.
   • Manufacturer SKU: Manufacturer's item identification number. If selected, your spreadsheet must contain a unique Manufacturer SKU for each item.

   

6. (Optional) Enter your email address to be notified once your import file is verified and complete.

   

7. Check that all columns are mapped. If you have unmapped columns, individually designate the appropriate column from the dropdown list.

   

8. Select the Skip checkbox on columns you don't want to import.

   

9. Click Review import.

   

10. Review your import information. If there are errors, continue to the section below to learn more about resolving common issues.

    

    If your inventory data looks correct, skip to the Completing your inventory import section.

Fixing errors in your import spreadsheet

The self-import tool will automatically review your import file for formatting errors, tell you how many are present, and give you tips on how to fix them.

1. Under Fix errors and upload again, click Download and fix. This will automatically download a copy of your import file, adding two additional columns listing Errors and Suggested Fixes.

   

2. Open the new file in Google Sheets or Excel.
3. Fix the errors noted in the Errors column.

   

4. After correcting the issues, delete the Errors and Suggested Fixes columns.
5. Save the import file in .XLSX or .CSV format.
6. Reupload the import file.

Completing your inventory import

If your inventory data looks correct:

1. Click Import items.

   

2. Your items will start importing and the import report will display once complete.

   

3. Under More actions for the imported items, you can:

   • Add labels to the queue for items with inventory: If you imported a QOH for your new items, you can create and print your label queue.
   • Upload images for these items: If you imported the file names of your item images, you need to upload the image files to your Retail POS account to add them to your items.
   • Download the file used for this import: For your record-keeping, the file used for the import is stored in your Retail POS account and available for download.

   

Your items should now be created or updated in your inventory. To make sure your inventory was imported correctly, navigate to Inventory > Item Search to view your items.

What's next?

Attachments

• Template - Inventory Import.xlsx100 KB