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Formatting item import files

Because formatting your import file can take longer than expected, we recommend you get started on it as soon as possible. We also recommend deleting all unnecessary columns in your import file and only importing the essential inventory data you need to get started with Lightspeed Retail POS. You can always update your inventory to include the rest of your non-essential inventory data in the future.

The table in this article only includes the essential inventory data we recommend importing to get started with Lightspeed Retail POS. If the inventory data you consider essential for your business needs isn't included in the table below, please see the Formatting item import files article in the Retail POS (Web) category of the Help Center. It includes the full list of inventory data you can import and how to format it.

As for the QOH and unit cost of your items, whether you include these columns in your initial import or not is dependent on if you plan on processing sales in your previous POS between the time you export your inventory data from your previous POS and go live with Lightspeed Retail POS.

If you do plan on processing sales, you need to exclude the QOH and unit cost of your items from your initial import file. This way, the day before you go live with Lightspeed Retail POS, you can export the QOH and unit cost of your items from your previous POS and import it into your Lightspeed Retail POS account. To do so, you'll need to import the QOH and unit cost of your items into a purchase order. For more information on how to do so, please see Updating your quantity on hand before going live.

If you don't plan on processing sales, include your inventory data, quantity on hand (QOH) of your items and unit cost of your items in your initial import file. As you're not going to be selling items after you export your inventory data, your QOH will still be accurate on the day you go live with Lightspeed Retail POS.

Note: If you're part of the RACS initiative, JUUL has created a SKU Migration Assistant to help you convert your inventory file from your previous POS to a format that's compatible with Lightspeed Retail POS. We recommend using it instead of manually formatting your import file.

 

Before you begin

Before you format your import file, please note the following:

 

  • Your import file must be in XLSX or CSV format (we recommend XLSX).
  • Your import file can contain up to 10,000 items.
  • You can re-arrange the columns as you wish.
  • Certain columns use a default value if left blank (see the Data format column).
  • 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. However, we recommend only importing three levels (e.g. Category, Subcategory 1 and Subcategory 2).
  • 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.

 

If you're importing your QOH in your initial import, make sure it's accurate and that it won't change between the time you import your items into your Lightspeed Retail POS account and go live. If you suspect that your current QOH is inaccurate, we recommend doing an inventory count in your previous POS to correct it as you're most familiar with it at this point in your Lightspeed Retail POS journey.

If for any reason 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. If you don't foresee being able to do an inventory count before your desired go-live date with Lightspeed Retail POS, go live with a QOH of 0 for all your items. Once you start processing sales with your Lightspeed Retail POS account, your inventory will simply go into the negative. You can plan to do an inventory count to correct it when you have more time within your first month.

 

Format your essential inventory data

As a starting point, export your inventory data from your previous POS. If you're not able to export your inventory data, download the sample item import file from Lightspeed Retail POS instead:

 

  1. From the main menu, click Inventory > Import Items.
  2. Click + New Import and Download Template CSV at the bottom-right of the page.

Screen_Shot_2019-10-29_at_11.27.08_AM.png

To open and format your file, we recommend using Google Sheets. It's free and it causes fewer data-breaking issues compared to other spreadsheet software. The only thing you need to do to avoid data-breaking issues with Google Sheets is to save your import file as an XLSX. 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've opened your import file, delete the non-essential columns within it so that only the essential columns included in the table below remain. This will simplify your import file and make it easier to format. If you're using an export file from your previous POS as a starting point, also rename the column headers to match the column headers in the table below. This will make them compatible with Lightspeed Retail POS. Once you've simplified your import file (and renamed the columns headers, if required), consult the table below to format your inventory data. Once you're done formatting your import file, save your import file as an XLSX.

Note: If you need help formatting your import file, please feel free to chat or call our Retail Support team.

 

Column Definition 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.
  • 0 to 255 characters
  • No returns or line breaks
  • UTF-8 characters allowed
  • Cannot be blank (unless importing a matrix item)
 Inventory > [item description] > Details submenu > Description field
UPC The "Universal Product Code" of the item. It contains the manufacturer identification number and the item number.
  • 11 to 12 digits
  • If blank, field is skipped
  • No returns, line breaks or foreign characters
 Inventory > [item description] > Details submenu > UPC field
EAN The "European Article Number" of the item. It's also known as the "International Article Number".
  • 13 digits
  • If blank, field is skipped
  • No return, line breaks or foreign characters
 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.
  • 0 to 255 characters
  • If blank, field is skipped
  • No returns or line breaks
  • UTF-8 characters allowed
 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.
  • 0 to 255 characters
  • If blank, field is skipped
  • No returns or line breaks
  • UTF-8 characters allowed
 Inventory > [item description] > Details submenu > Manufact. SKU field
Vendor The name of the vendor who sold you the item.
  • 0 to 255 characters
  • If blank, field is skipped
  • No returns or line breaks
  • UTF-8 characters allowed
 Inventory > [item description] > Details submenu > Vendor drop-down
Vendor ID The vendor's part number for the item.
  • 0 to 255 characters
  • If blank, field is skipped
  • No returns or line breaks
  • UTF-8 characters allowed
 Inventory > [item description] > Details submenu > ID
Brand The item's brand (e.g. Shimano).
  • 0 to 255 characters
  • If blank, field is skipped
  • No returns or line breaks
  • UTF-8 characters allowed
  • When adding a brand, the Item Import tool does a case insensitive search of the name to avoid duplicates. If "Lightspeed" already exists, "LIGHTSPEED" or "lightspeed" can't be added.
  • Leading and trailing spaces in a brand name are removed.
 Inventory > [item description] > Details submenu > Brand drop-down
Default Cost The cost at which you purchased the item from your vendor.
  • Currency format (e.g. 1.99)
  • If blank, defaults to 0
  • You don't need to specify a currency symbol. Prices default to your account's currency.
 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.
  • Currency format (e.g. 1.99)
  • If blank, defaults to 0
  • You don't need to specify a currency symbol. Prices default to your account's currency.
 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.
  • Currency format (e.g. 1.99)
  • If blank, defaults to 0
  • You don't need to specify a currency symbol. Prices default to your account's currency.
 Inventory > [item description] > Details submenu > MSRP 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) +  Tri-blend (Attribute 3)

Note: If you're part of the RACS initiative, we recommend importing your items as singles, not as matrix variants.
  • 0 to 255 characters
  • No returns or line breaks
  • UTF-8 characters allowed
 Inventory > Matrix > [matrix description] > Setup submenu > Description field
Matrix Attribute Set

The group of attributes the variants in the matrix share. Lightspeed Retail has four built-in matrix attribute sets:

  • Color
  • Size
  • Color/Size
  • 3 Attributes

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.
  • Color
  • Size
  • Color/Size
  • 3 Attributes
  • Name of custom attribute set
  • If blank, field is skipped

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).
  • 0 to 255 characters
  • No returns or line breaks
  • UTF-8 characters allowed
  • If blank, field is skipped

For more information, please see the article Formatting matrix variants in item import files.

 Inventory > Matrix > [matrix name] > Setup > Attribute 1 field, Color field or Size field
Attribute 2 The name of the attribute (e.g. Medium).
  • 0 to 255 characters
  • If blank, field is skipped
  • No returns or line breaks
  • UTF-8 characters allowed

For more information, please see the article 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. Tri-Blend).
  • 0 to 255 characters
  • If blank, field is skipped
  • No returns or line breaks
  • UTF-8 characters allowed

For more information, please see the article Formatting matrix variants in item import files.

 Inventory > Matrix > [matrix name] > Setup > Attribute 3 field
Tax Class

Specifies the tax class to apply to the item. 

Lightspeed Retail has three built-in tax classes:

  • Item
  • Labor (if optional module Service is enabled)
  • Gift Card (if optional module Gift Cards is enabled)

You can also create custom tax classes (e.g. ) under Settings > Tax Classes. To assign an item to a tax class with an item import, the tax class needs to be created ahead of time.
  • Item
  • Labor
  • Name of custom tax class
  • If blank, defaults to the Item tax class.
 Inventory > [item description] > Details submenu > Tax Class drop-down
Serialized Specifies whether or not to track serial number information for the item.
  • Yes
  • No
  • If blank, defaults to no
 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).
  • 0 to 255 characters
  • If blank, field is skipped
  • No returns or line breaks
  • UTF-8 characters allowed
 Inventory > [item description] > Details submenu > Category field
Subcategory 1 and 2 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).
  • 0 to 255 characters
  • If blank, field is skipped
  • No returns or line breaks
  • UTF-8 characters allowed
 Inventory > [item description] > Details submenu > Category field

Add Tags

 Specifies the new tags to add to the item's existing tags. Tags are key
  • 0 to 255 characters
  • If blank, field is skipped
  • No returns or line breaks
  • UTF-8 characters allowed
  • If adding multiple tags, separate them with a comma
 Inventory > [item description] > Details submenu > Tags field

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.

Note: Only include if you don't plan on processing sales between the time you import your QOH and go live with Lightspeed Retail POS.
  • Positive whole number (e.g. 10)
  • If blank, defaults to 0.
  • If multi-store account, template file will have a column for each shop (e.g. [Shop name] - Quantity on Hand).
 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.

Note: Only include if you don't plan on processing sales between the time you import your QOH and go live with Lightspeed Retail POS.
  • Currency format (e.g. 1.99)
  • You don't need to specify a currency symbol. Prices default to your account's currency.
  • If blank, the item's Default Cost is used instead.
  • If enter 0, the item's Unit Cost will be 0.
  • Can only enter a unit cost if your shop is importing a QOH for a new item, not an existing item.
  • If multi-store account, template file will have a column for each shop (e.g. [Shop name] - Unit Cost).
 Inventory > [item description] > Inventory submenu > Inventory Details section > Unit Cost field

 

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