Product Import Guide
Inventory Module – Import Product & Product Variations
Overview
The Product Import function allows users to quickly upload multiple products into the system using a structured Excel file. This is especially useful when setting up your inventory for the first time or when bulk-adding new product lines.
Additionally, the Product Variation Import feature enables users to import multiple product variants for a pre-defined parent product. This method is particularly effective when the number of product variations is too large to be generated manually within the interface.
1. Importing Products
Purpose
To bulk-import standard products (without or with simple variations) into the system using an Excel template file.
Step-by-Step Instructions
Step 1: Download the Sample Template
– Go to Inventory Module → Items.
– Click the “Import Product” button.
– Click “Download a sample” to download the pre-formatted Excel file template.
This ensures your file structure matches the system requirements.
Step 2: Fill in the Required Fields
The Excel template includes the following columns:
| Field | Description |
|---|---|
| Parent Item | Select an existing item to act as the parent for variations or bundles. (Optional) |
| Commodity Code | A unique, manually entered identifier. Must be unique — duplication is not allowed. |
| Commodity Name | The full descriptive name of the item. |
| Commodity Barcode | Automatically generated with a 13-digit numeric code. Letters or special characters are not allowed. |
| SKU Code | Internal code for inventory tracking. |
| SKU Name | Automatically copied from the Commodity Name. |
| Tags | Add keywords for easier search and categorization. |
| Description | Add detailed product specifications, packaging information, and usage notes. |
| Warehouse Name | (Optional) Select a warehouse for internal reference. |
| Commodity Type | Choose a type from the Commodity Type settings. |
| Units | Select a unit of measure (e.g., pcs, box, kg). |
| Commodity Group | Choose a group to classify the item. |
| Sub Groups | Select a subgroup for finer classification. |
| Tax 1 / Tax 2 | Choose applicable tax rates (e.g., VAT, GST). |
| Default Profit Rate (%) | The default markup to calculate sale price from purchase price. (e.g., 100 + 20% = 120) |
| Purchase Price | Cost at which the item is procured. |
| Sale Price | Final selling price. |
– Columns marked with * (asterisk) are required.
– For “Commodity Type”, “Unit”, “Commodity Group”, “Sub Group”, “Style”, “Shape”, “Model” — enter either the ID or Code.
– For “Tax”, enter Tax ID or Tax Name.
– Format the entire Excel sheet as Text before uploading to avoid formatting issues.
– Tags must be separated by commas.
Step 3: Format the Excel File
Before importing, make sure:
– File type is .xlsx or .xls.
– All required columns are filled in.
– All columns are formatted as Text.
– There are no hidden or merged cells.
Step 4: Upload and Import
– Click “Choose Excel File”.
– Select your prepared Excel file.
– Click “Import”.
If the import is successful, the products will appear in the Items list immediately.
Tip
If the file contains many lines, it’s recommended to split the data into smaller files (e.g., fewer than 200 lines each) to improve upload performance.
2. Importing Product Variations
Purpose
The Import Product Variation feature allows importing product variants for an existing parent product. This is useful when variations are too numerous for manual creation in the UI.
Step-by-Step Instructions
Step 1: Ensure the Parent Product Exists
– The Parent Product must already be created in the Items screen.
– Copy the Parent Product ID — you can find it in the URL of the product detail page.
Step 2: Identify Variation Combinations
Determine the variations based on product attributes.
For example:
– Width: 10, 20
– Height: 30, 40
– Length: 40, 50
The combinations will generate:
| Field | Description |
|---|---|
| Product | The product ID or name used to identify the item. |
| Width | The width of the product in its respective unit of measurement. |
| Height | The height of the product in its respective unit of measurement. |
| Length | The length of the product in its respective unit of measurement. |
| Volume | The calculated volume based on the dimensions provided. |
| Weight | The total weight of the product. Useful for shipping or inventory calculations. |
| Unit | The unit of measurement used (e.g., cm, m, in, ft). |
| Remarks | Optional notes or special details regarding the product’s size or handling. |
Step 3: Download the Variation Template
– Click “Download a sample” in the Variation Import section.
– Use the sample file to ensure correct column structure.
Step 4: Fill in Variation Data
The Excel template should include:
| Column | Description |
|---|---|
| Parent ID | The numeric ID of the parent product. |
| Commodity Code | Unique identifier for the variant. |
| Commodity Name | Name of the variant. |
| Attributes | JSON-like format with name & option pairs.[{ "name": "width", "option": "10" }, { "name": "height", "option": "30" }, { "name": "length", "option": "40" }] |
| Price, SKU, etc. | Fill other optional details as needed. |
✔ Attributes must match exactly with the declared variation properties of the parent product.
Step 5: Upload and Import Variations
1. Click “Choose Excel File” under the Import Variation section.
2. Select the prepared Excel file.
3. Click “Import”.
If successful, all product variations will be listed:
– In the Items list
– In the Variations tab of the parent product detail page
Tip
If your Excel file contains a large number of lines, break it into smaller files (e.g., fewer than 200 lines) to prevent system timeouts or failed imports.e.