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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.

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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.

 

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