To import inventory items via our Retail Imports team, please refer to this article.
To add or edit items or item images to your Retail POS account, the column headers and inventory data in your import file need to be compatible with Lightspeed Retail POS.
Understanding import file rules
Importing
- Only 1 import can run at a time per account.
- Once an import is done, it cannot be undone.
- Your import file can contain up to 10,000 items.
- You can only import the quantity on hand (QOH) of new items. To update the QOH of existing items, we recommend doing an inventory count.
- You can't import custom fields.
- You can import up to 10 levels of categories and sub-categories. For example, if you import all 10 levels, the column headers would be Category, Subcategory 1, Subcategory 2, Subcategory 3, Subcategory 4, Subcategory 5, Subcategory 6, Subcategory 7, Subcategory 8 and Subcategory 9.
Formatting
- Your import file must be in XLSX or CSV format (we recommend XLSX).
- You can re-order the columns as you wish or even remove columns you won't be using. You cannot, however, create new columns with new headings.
- Certain columns use a default value if left blank (see the Data format column).
Matrix variants
- To import matrix variants, you need to format them differently in your item import file than other item types. For more information, please see Formatting matrix variants in item import files.
Images
- To import images, your Retail POS account uses the inventory data in your import file to identify the filenames of the images you plan to import and which items they should be uploaded to. For more information, please see Formatting matrix variants in item import files.
Multiple vendors
- If you order an item from multiple vendors, that item can have multiple vendors, vendor IDs, and vendor costs in your inventory. You can only import one vendor, vendor ID, and vendor cost per import, however. If you add the same item to a new import with a new value for these three fields, the new values will be added to the item; it will not overwrite the previous vendor, vendor ID, and vendor cost.
Creating your item import file
Create your item import file either by exporting your inventory data or downloading a template CSV file from Retail POS.
Export your inventory data from Retail POS
Exporting your inventory data from Lightspeed Retail POS is an especially helpful starting point if you're updating existing items. To do so:
- From the main menu, click Inventory > Item Search.
- Optionally, use the available filters to refine your list of items.
- At the top-right of your search results, click Export.
A CSV file that contains the inventory data of your items should download to your computer automatically.
Download a template CSV file from Retail POS
Downloading a template CSV file is a great time-saver as it includes the column headers that are compatible with Lightspeed Retail POS. It also includes examples to help you understand how you should format your import file. To download a template CSV file:
- From the main menu, click Inventory > Import Items.
- Click + New Import and Download Template CSV at the bottom-left of the page.
Opening your item import file
It's recommended to open and format your file with Google Sheets and save your import file as an XLSX right after opening your file so you don't forget.
If you plan to open and edit your file in Excel, please see Opening and saving import files with Excel as you need to open and save your import file in a specific way to avoid breaking certain columns of your inventory data. Once you're done formatting your import file, save your import file as an XLSX.
Formatting your item import file
To simplify your import file and make it easier to format, delete all non-essential columns.
If you're using an export file from your previous POS or are creating your import file from scratch as a starting point, also rename the column headers to match the column headers in the tables below to make them compatible with Lightspeed Retail POS.
Once you've simplified your import file (and renamed the columns headers, if required), consult the tables below to format your inventory data. How you format your import file is dependent on if you're:
Formatting to create new items
The table below lists and defines the column headers that are compatible with Lightspeed Retail POS. It also explains how to format the inventory data you enter within each column if you want to create new items with your import file.
If you have a multi-store account, some rows in the table below, such as [Shop name] - Quantity on Hand and [Shop name] - Unit Cost, have additional information as well.
Note: Column headers must be in English to be compatible with Lightspeed Retail POS.
| Column | Data format | Imported to |
|
Description The name of your item. Make it unique so you can tell it apart from other item descriptions. If you're importing a matrix item, leave the Description field blank and enter a name in the Matrix Description field instead. |
|
Inventory > [item description] > Details submenu > Description field |
|
System ID A unique identifier generated by Lightspeed Retail. It cannot be created or updated through an item import. The system ID is also used for the barcode on labels generated by Lightspeed Retail. |
|
Inventory > [item description] > Details submenu > System ID |
|
UPC The "Universal Product Code" of the item. It contains the manufacturer identification number and the item number. |
|
Inventory > [item description] > Details submenu > UPC field |
|
EAN The "European Article Number" of the item. It's also known as the "International Article Number". |
|
Inventory > [item description] > Details submenu > EAN field |
|
Custom SKU The series of numbers and/or letters sometimes required for internal shop use. For example, you can use this field for old POS barcodes or item numbers. |
|
Inventory > [item description] > Details submenu > Custom SKU field |
|
Manufacturer SKU The manufacturer's series of numbers and/or letters assigned to the item by the manufacturer. |
|
Inventory > [item description] > Details submenu > Manufact. SKU field |
|
Vendor The name of the vendor who sold you the item. |
|
Inventory > [item description] > Details submenu > Vendor drop-down |
|
Vendor ID The vendor's part number for the item. |
|
Inventory > [item description] > Details submenu > ID |
|
Vendor Cost The cost at which you purchase the item from a specific vendor. |
|
Inventory > [item description] > Vendor ID submenu > Vendor Cost field |
|
Brand The item's brand (e.g. Shimano). |
Note: If you have an eCom store, please see Managing product brands in eCom to understand how brands in Retail are pushed to eCom. |
Inventory > [item description] > Details submenu > Brand drop-down |
|
Default Cost The cost at which you purchase the item from your default vendor. |
|
Inventory > [item description] > Details submenu > Default Cost field |
|
Default - Price The price associated with the item's Default pricing level and charged to the customer in your Retail shop. |
|
Inventory > [item description] > Details submenu > Default price field |
|
MSRP - Price The price associated with the item's MSRP (manufacturer suggested retail price) pricing level. This price is not charged to the customer unless you set it to. You can also specify whether or not to display the MSRP price on labels. |
|
Inventory > [item description] > Details submenu > MSRP price field |
|
Online - Price The price associated with the item's Online pricing level and charged to the customer in your eCom store (if you don't use the Default pricing level). |
|
Inventory > [item description] > Details submenu > Online price field |
|
[Name of custom pricing level] - Price The price associated with the item's custom pricing level. This price is not charged to the customer in your Retail shop unless you set it to. |
|
Inventory > [item description] > Details submenu > [Name of custom pricing level] price field |
|
Matrix Description The name of the matrix that will be included in the name of all the matrix variants it contains. To elaborate, the Item Import tool creates matrix variant names based on the Matrix Description + Attribute 1, Attribute 2, and Attribute 3 fields. E.g. T-Shirt (matrix description) + Blue (attribute 1) + Medium (attribute 2) + Cotton (attribute 3) |
Note: If you're using Retail with eCom, you can only publish 100 variants per matrix to eCom. For more information, please see the article Formatting matrix variants in item import files. |
Inventory > Matrix > [matrix description] > Setup submenu > Description field |
|
Matrix Attribute Set The group of attributes the variants in the matrix share. Retail POS has four built-in matrix attribute sets:
E.g. If the items in your matrix (matrix description) are separated only by size, enter size in this column. You can also create custom matrix attribute sets under Inventory > Matrix Attribute Sets. |
For more information, please see the article Formatting matrix variants in item import files. |
Inventory > Matrix > [matrix description] > Setup submenu > Attributes drop-down |
|
Attribute 1 The name of the attribute (e.g. Blue). |
For more information, please see Formatting matrix variants in item import files. |
Inventory > Matrix > [matrix name] > Setup > veld Attribute 1 field, Color field or Size field |
|
Attribute 2 The name of the attribute (e.g. Medium). |
For more information, please see Formatting matrix variants in item import files. |
Inventory > Matrix > [matrix name] > Setup > Attribute 2 field or Size field |
|
Attribute 3 The name of the attribute (e.g. Cotton). |
Please see the complimentary article Formatting matrix variants in item import files for more information. |
Inventory > Matrix > [matrix name] > Setup > Attribute 3 field |
|
Discountable Specifies whether or not discounts can be applied to the item. |
|
Inventory > [item description] > Details submenu > Discounts Allowed checkbox |
|
Taxable Specifies whether or not the item is taxable. |
|
Inventory > [item description] > Details submenu > Taxable checkbox |
|
Tax Class Specifies the tax class to apply to the item. Retail POS has three built-in tax classes:
You can also create custom tax classes (e.g. ) under Settings > Tax Classes. |
|
Inventory > [item description] > Details submenu > Tax Class drop-down |
|
Item Type The type of item you're importing:
|
|
Inventory > [item description] > Details submenu > Type drop-down |
|
Publish to eCom Specifies whether or not the item should be published to your eCom store (with online visibility hidden). |
|
Inventory > [item description] > Details submenu > Publish to eCom field |
|
Serialized Specifies whether or not to track serial number information for the item. |
|
Inventory > [item description] > Details submenu > Serialized checkbox |
|
Category The category you want the item to be organized into (e.g. Apparel). It's helpful to organize your items into categories as you can use them as filters in many areas of your account (e.g. inventory searches and reports). |
|
Inventory > [item description] > Details submenu > Category field |
|
Subcategory 1 to 9 The subcategories you want the item to be organized into (e.g. Apparel > Women > Tops). It's helpful to organize your items into subcategories as you can use them as filters in many areas of your account (e.g. inventory searches and reports). |
|
Inventory > [item description] > Details submenu > Category field |
|
Clear Existing Tags Specifies whether or not to delete the item's existing tags. |
|
Inventory > [item description] > Details submenu > Tags field |
|
Add Tags Specifies the new tags to add to the item's existing tags. |
|
Inventory > [item description] > Details submenu > Tags field |
|
Note The note that will appear on sales and receipts for the item. For the note to display, the item's Display Note column needs to be set to yes. |
|
Inventory > [item description] > Details submenu > Notes field |
|
Display Note Determines whether or not to display the note specified under the Note column on sales and receipts for the item. |
|
Inventory > [item description] > Details submenu > Display Note On Sales and Receipts checkbox |
|
Archive Specifies whether or not the item is archived. |
|
Inventory > [item description] > Details submenu > Archive or Un-Archive button |
|
Featured Image Specifies the filename of the item's featured image. |
Note: Entering a new filename will push the item's current featured image further down the list of images. For best practices regarding filenames of item images, please see Formatting images in item import files. |
Inventory > [item description] > Details submenu > Image section |
|
Image The filenames of the item's images. You can enter up to 11 filenames, one in each of the 11 Image columns. |
Note: For best practices regarding filenames of item images, please see Formatting images in item import files. |
Inventory > [item description] > Details submenu > Image section |
|
Shop Quantity on Hand Specifies the shop's current stock level of the item. You can only enter a shop's QOH when creating an item, not when updating an existing item. |
|
Inventory > [item description] > Inventory submenu > Inventory Details section > Remaining field |
|
Shop Unit Cost Specifies the unit cost at which your shop purchased the item's quantity on hand. |
|
Inventory > [item description] > Inventory submenu > Inventory Details section > Unit Cost field |
|
Shop Reorder Point When you view your item or the Reorder List report, the item will show as needing to be reordered if your stock is at or below the quantity specified as the reorder point. |
|
Inventory > [item description] > Details submenu > Automatic Re-Ordering section > Point field |
|
Shop Reorder Level Specifies the stock level your store wants to replenish up to when you reorder stock. E.g. If you have 3 items in stock, the reorder point is 5, and the reorder level is 10, the Reorder List report will show that you need to order 7 to get your stock level back to 10. |
|
Inventory > [item description] > Details submenu > Automatic Re-Ordering section > Level field |
Format to update existing items
If you're updating existing items, you can either replace or delete the details of items in your inventory.
To replace the details of your existing items, enter the new details in the columns of your import file. To delete the details of your existing items, enter "NULL" in the columns of your import file. If you leave any columns empty, your Retail POS account will simply ignore and skip it.
Whether you're replacing or deleting the details of your existing items, you need to include one of the below columns as a unique item identifier. This unique item identifier will make sure that the details in your import file will be imported to the correct item in your inventory.
- System ID (recommended)
- UPC
- EAN
- Custom SKU
- Manufacturer SKU
| Column | "NULL" value handling |
| UPC | Entering "NULL" will delete details in this field. |
| EAN | Entering "NULL" will delete details in this field. |
| Custom SKU | Entering "NULL" will delete details in this field. |
| Manufacturer SKU | Entering "NULL" will delete details in this field. |
| Vendor | Entering "NULL" will clear the relation between the item and the vendor. |
| Vendor ID | Entering "NULL" will delete details in this field. |
| Vendor Cost | Entering "NULL" will set the field to 0.00. |
| Brand | Entering "NULL" will clear the relation between the item and the brand. |
| Category | Entering "NULL" will clear the relation between the item and the category. |
| Shop Reorder Point | Entering "NULL" will set the field to 0. |
| Shop Reorder Level | Entering "NULL" will set the field to 0. |
| Price | Entering "NULL" will set the field to 0.00. |
| MSRP | Entering "NULL" will set the field to 0.00. |
| Default Cost | Entering "NULL" will set the field to 0.00. |
| Online Price | Entering "NULL" will set the field to 0.00. |
| Discountable | Entering "NULL" will disable this setting. |
| Taxable | Entering "NULL" will disable this setting. |
| Publish to eCom |
Entering "NULL" defaults to the Automatically publish to eCom setting under Settings > General Options > General. |
| Item Type | Entering "NULL" will update this setting to Single. |
| Serialized | Entering "NULL" will disable this setting. |
| Note | Entering "NULL" will delete details in this field. |
| Display Note | Entering "NULL" will disable this setting. |
| Archive | Entering "NULL" will un-archive the item. |
Formatting images in item import files
To import images, your Retail POS account uses the inventory data in your import file to identify the filenames of the images you plan to import and which item they should be uploaded to.
Each item in your import file can have one Featured Image column and up to 11 Image columns. For example, if you wanted to import a new item called "T-Shirt" that has three images, your import file would look something like this:
To successfully format your filenames and import your images, follow these best practices as well:
Format
- Images must be in the JPG or PNG file format.
Filenames
- Do not change the file type or file extension of your image from the original file extension (e.g. change tshirt.png to ;tshirt.jpg). If you do, your Retail POS account might not recognize the file when you upload it.
- Copy and paste your filenames into your import file to avoid any typos.
- Filenames must not contain periods (.) other than before the file extension (.jpg).
- Filenames must be less than 250 characters.
- When the same filename is used for multiple items in your import file, the same image will be uploaded to each item. For this reason, make sure that different images have unique filenames.
eCom & matrix variants
- If you're using Retail with eCom (Omnichannel), do not include more than 12 images per matrix. Although matrix variants can have up to 12 images each in Retail POS, eCom has a limit of 12 images per matrix.