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.
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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.
- Download the Inventory imports template.
- 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.
- 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.
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Importing inventory from another POS system
If you're migrating from another POS system:
- Export data from your previous POS software in a spreadsheet software file (.CSV or .XLSV).
- Download the Inventory imports template.
- 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.
- 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.
- Verify that the data you brought into the template follows the import rules outlined below.
- Follow the steps in the next sections to successfully prepare your file for import by the Retail Imports Team.
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Using your existing item export file
If you've already uploaded inventory into Retail POS, you can export your existing Retail POS inventory file:
- Navigate to Inventory > Item Search.
- (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.
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Click Export.
Your inventory will automatically download as a .CSV file. Retail POS supports properly formatted .CSV, .XLSX, .XLS, and .TXT file formats.
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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.
- 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:
- Import files can contain up to 10,000 items.
- Cells have a 255 character limit and can't contain returns, line breaks, or special characters unless otherwise noted.
- Do not edit column headers. Columns can be reordered and removed if unused, except for System ID and Item (or Description).
- To delete existing item information, you'll need to add updated information or a placeholder (ex. NULL) in the cell. Blank cells will not delete existing item information and will revert to default values or be ignored during import.
- Carefully review the specific column formatting rules outlined below.
Some fields in this section may not be reflected in a Retail POS item export file. Use the Inventory imports template as a guide.
System ID
12-digit auto-generated unique identifier. Ensures data in your import file syncs with the correct inventory item.
- Must be left blank for new items.
- Can't be modified for existing items.
UPC
Universal Product Code of the item.
- 11-18 numeric digits.
EAN
European Article Number of the item.
- 13 numeric digits.
Custom SKU
Internal shop use. Sometimes used for previous POS item numbers.
Manufacturer SKU
Manufacturer's SKU identification number.
Description (or Item)
Unique, descriptive name of your item.
- For products with variants, leave this field blank.
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If a description is provided, Matrix fields must be blank.
Vendor
Name of vendor who sold you the item.
If you get an item from multiple vendors, duplicate the item in the spreadsheet and change the Vendor, Vendor ID, and Vendor cost fields appropriately.
Vendor ID
Vendor’s part number for the item.
- A Vendor must be provided to enter a Vendor ID number.
Vendor cost
Cost at which you purchased the item from the vendor.
- Regular integer number with max 2 decimal places (ex. 10.99).
- Do not use currency format. Currency will be applied through your account settings.
- A Vendor and Vendor ID must be provided to enter Vendor cost.
Brand
Brand or manufacturer of the item.
- If already added, brands will match regardless of text case (ex. "Lightspeed" / "LIGHTSPEED").
- Unique entries will be considered new brands (ex. "Lightspeed" + "Light Speed").
If you have an eCom store, refer to Managing product brands in eCom to understand how brands are pushed to eCom.
Default Cost
Cost at which you purchase the item from your default vendor.
- Regular integer number with max 2 decimal places (ex. 10.99).
- Do not use currency format. Currency will be applied through your account settings.
- If left blank, defaults to 0.
Default - Price
Default price of the item that will be charged to your customers.
- Regular integer number with max 2 decimal places (ex. 19.99).
- Do not use currency format. Currency will be applied through your account settings.
- If left blank, defaults to 0.
MSRP
Manufacturer Suggested Retail Price. This is not the amount charged to your customer.
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Regular integer number with max 2 decimal places (ex. 15.99).
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Do not use currency format. Currency will be applied through your account settings.
- If left blank, defaults to 0.
Discountable
Specifies if discounts can be applied to the item.
- Type Yes or No.
- If left blank, defaults to Yes.
Taxable
If Yes or blank, the item will be charged the tax rate associated with the tax class.
- Type Yes or No.
- If left blank, defaults to Yes.
Tax Class
If taxable, specifies the tax class to apply to the item.
- Type Item (default), Labor (if Service module is enabled), Gift Card (if Gift Cards is enabled), or a custom tax class.
- If blank, defaults to Item (default) tax class.
Item Type
Specifies the type of item you’re importing.
- Type Single, Non-Inventory (item with no stock, like gift wrapping), Assembly, or Box.
Assemblies or boxes must be manually built and the items linked outside of the import process.
- If blank, defaults to Single item type.
Serialized
Indicates if the item will have a serial number. Serial numbers must be imported separately.
- Type Yes or No.
- If left blank, defaults to No.
Category & Subcategory
The main category and subcategories you want the item to be put in.
- A subcategory requires a Category.
- The Retail Imports Team can import up to 3 subcategory levels if previous levels are provided (ex. Apparel (Category) > Tops (Sub Category) > T-Shirts (Sub Category 2) > Performance (Sub Category 3)).
Note
Additional information about the item. You can later decide if notes appear on sales and receipts.
Notes can use returns and line breaks, but not foreign characters.
- Any length, returns and line breaks allowed.
- No special characters.
- No sensitive data.
Archive
Specifies if the item should be archived. Items can be archived but not deleted.
- Type Yes or No.
- If blank, defaults to No.
- Reimporting archived item SKUs will create duplicates.
[STORE] - Quantity on Hand
Current stock level of the item at the specified location. Each of your locations should have its own column.
- Adds to inventory levels, doesn't replace.
- Must be a positive whole number.
- If left blank, defaults to 0.
- If there is no Default Cost, unit cost will be 0.
[STORE] - Reorder Point
In the Reorder list report, the item will show as needing to be reordered when at or below this number. Each of your locations can have its own column.
- Must be a positive whole number.
- If left blank, defaults to 0.
[STORE] - Reorder Level
Desired level of stock replenishment. At the reorder point, the Reorder list report will show you the difference between the reorder level and your current items in stock.
- Must be a positive whole number.
- If blank, defaults to 0.
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.
Matrix Description
Name of your item.
- All variants in a matrix must have the same matrix description.
Matrix Attribute Set
The attribute set that your product comes in, such as Color or Size.
- All matrix variants must have the same attribute set.
Attribute 1, 2, 3
The individual options for the attribute set. For example, if your Attribute Set is Color, Attribute 1 might be Red, Attribute 2 Black, and Attribute 3 White.
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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:
- Use the self-import tool to import the image filenames.
- 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:
- 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.
- 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.
- 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.
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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.
- In Excel:
- Remove custom formatting on cells. This can happen when pasting data from other sources.
- Remove any special characters, symbols, or emojis.
- 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:
- Submit your request to the Retail Imports team.
- Select Import request from the dropdown.
- In the Subject field, type Inventory import.
- In the Import Type dropdown, select Inventory or Customer or Vendor Import.
- 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.
- Click Add file or drop files here and attach your spreadsheet.
- 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.