Importing Products

What it is about

The product import function allows you to add or update multiple products at once by importing data from an Excel or CSV file. During the import, you specify which system fields the file columns correspond to, and you can also automatically check for duplicates.

Getting started

Go to Products under the Product Management section in the navigation menu on the left. Click the Import button above the table and select Import... to open the import view.

If you do not have a ready import file, select Download template — you will get a template where you can fill in the product details in the correct format.

What you can do on this page

Excel / CSV file

Select the file to import by clicking the file selection field. Supported file formats are Excel (.xlsx) and CSV. Only the first sheet of the Excel file is read.

Once the file is selected and successfully retrieved, a green Data retrieved notification appears at the top of the page, and you can proceed to define the settings.

Field mapping

Field mapping defines which system field each file column corresponds to. On the right, you see a preview of the file content — showing the details of the first two products so you can verify that the mappings are correct.

Mandatory fields — these must always be mapped or found in the file:

Name
Tax rate (if missing, the system default setting is used)
Sales unit (if missing, the system default setting is used)

The Skip first row option allows you to skip the file’s header row if it contains column names rather than actual product data.

For each row, select from the dropdown on the left which system field the file column corresponds to. The Update checkbox lets you mark fields to be updated for existing products — fields not marked for update will remain unchanged.

The available mappable fields are:

ID, Name, Description, Product group, Product code, EAN code
Tax rate, Price (excluding tax), Price (including tax), Purchase price
Active, Sales product, Delivery product
Inventory tracking, Batch tracking
Purchase unit, Inventory unit, Inventory counting unit, Sales unit
Stock balance, Stock balance alert threshold, Sales margin percentage alert threshold
Cost centre

Notes on field functionality:

Prices

Imported prices can be either excluding or including tax — the system automatically calculates the missing one
If both prices are missing, the product is added with a zero price
If both prices are entered, the prices are added as is

Tax

If the product has no tax information, the system default tax rate is applied
Tax is determined based on the tax rate; if no tax is found, the product is not added

Product unit

If the product row contains different units, the quantity in the import covers all units (purchase, inventory, and sales units)
If the product row uses the same unit, the quantity is assigned to the sales unit field
If no unit is defined at all, the system default product units are applied
Units are determined by name; if the product unit or units are not found in the system, the product is not added

Product groups

Product groups are determined by name; if an existing product group is not found, one is created
A new product group can be assigned a main group using the "|" symbol (e.g., "Bread|Fresh")

Stock balance

A stock balance can be added when creating a new product
If the balance is negative, it is set to zero
If a stock balance value is provided, inventory tracking is automatically enabled for the product
Stock balance cannot be added if batch tracking is enabled for the product

Stock balance alert threshold

The alert threshold sets the stock level at which a stock warning is shown
Leave empty if you do not want to use an alert threshold

Default settings

Default product settings can be defined under Settings → Product list → General: Product unit, Tax, Active, Sales product, Inventory tracking
If the above fields are not explicitly defined in the import, the stored default settings are used

Duplicate check

The duplicate check prevents the same product from being added multiple times. The function checks during import whether the same product already exists in the system.

Enable the check by ticking the Check activated checkbox. Then:

Fields to check — select the mapped fields on which the duplicate check is based, e.g., Name or Product code
Check method — choose the check method:
- All — every piece of data must match for the product to be recognised as a duplicate
- Any — it is sufficient that any field matches existing data

Save import

When you have defined all settings, click the Save button at the bottom of the page. The system will import the products from the file according to the field mappings you specified.

Tips and notes

Download the template first — if you are importing products for the first time, download the template from the Products page. It contains ready-made column names in the correct format, which greatly facilitates field mapping.
Preview is a useful step during verification — you can immediately see from the first two rows whether the mapping is correct before the actual import.
The Update checkbox next to a field should only be enabled for fields you actually want to update — this helps avoid, for example, unintentionally overwriting prices.
It is advisable to enable the Duplicate check whenever you update existing products — this prevents the same product from being added twice.
Only the first sheet of an Excel file is read, so make sure the data to be imported is on the correct sheet before importing.