Import from Excel

Importing product data using Excel is the most efficient way to create or update a large number of product records. This guide provides a step-by-step process for importing product lists into the system, file format requirements, and troubleshooting common issues.

Step-by-Step Guide

Preparing Your File

Before importing, ensure your file meets the following format requirements:

File formats supported: XLS, XLSX, CSV, ODS, XLSB.

📌 Note: Maximum rows allowed: 5000 per file and the first row must contain column names.

To add products you need at least one column - Name.

Additional columns that can be filled are:

• 🔹Article: A unique identifier automatically generated or manually assigned to a product, typically numeric, used for easy product tracking and inventory management.
• 🔹Barcode: A product's unique code scanned to quickly identify, track, and manage inventory. If a product doesn't have a manufacturer barcode, the system can generate one automatically.
• 🔹Code: An internal numeric identifier assigned to products, similar to an article, used to uniquely identify products within your system.
• 🔹Product type: Defines whether the item is a standard tangible product (Normal) or an intangible service (Service). Selecting "Service" ensures sales of this item do not impact inventory quantities.
• 🔹Group: The classification of products into structured categories or catalogs, helping organize items efficiently within the product database.
• 🔹Quantity: Indicates the number of units available for a product. The quantity is updated automatically through inventory operations (e.g., purchases, sales, returns) and should not be manually set during product creation.
• 🔹Purchase price: The cost at which the item is procured from suppliers. Initially set upon goods receipt, this price updates automatically when new purchase operations are recorded.
• 🔹Selling price: The retail price at which a product is sold to customers. Typically set during purchase or price revaluation operations, and used for generating price tags and sales operations.
• 🔹Unit of measure: Defines the measurement unit for the product (e.g., piece, kilogram, liter). This helps standardize sales, inventory tracking, and reporting.
• 🔹Description: An optional text field for adding additional product details. This information can be displayed on price tags and used to provide customers with more detailed product information.
• 🔹Tax: Specifies the applicable tax category for the product (e.g., VAT 14%, VAT exempt). This determines the correct taxation in sales operations and reporting.
• 🔹Group structure: Describes the hierarchical organization of product groups and subgroups (e.g., Food → Dairy → Cheese), enabling more efficient navigation and management of extensive product catalogs.

Downloading the Template

Go to the Import from Excel menu in your system.

Click on Download Template or simply use https://psr.easykassa.com/media/[EN]%20Template%20for%20importing%20goods.xlsx.

Open the file in your spreadsheet editor and enter product details according to the template structure.

Uploading the File

Navigate to the Import from Excel section.

Click or drag and drop your file into the selected area to upload.

The system will process the file and display a preview.

Select the Store and Unique Key (helps prevent duplication of products) and press Next to proceed.

💡 Tip: If you want to upload the products to several stores, repeat the operation for each store separately.

Reviewing the Imported Data

Once the import is complete:

Verify the imported products in the Product Catalog section.

Check for errors or missing fields.

If necessary, manually edit product records.

Common Issues and Troubleshooting

Incorrect File Format

Ensure the file is saved in one of the supported formats.

Avoid using special characters in column headers.

Duplicate Entries

If a product already exists in the system, the import process will update the existing record instead of creating a duplicate.

Missing Data

Required fields (such as Product Name) must not be empty.

Ensure that numerical fields (Price, Quantity) do not contain text values.

Best Practices for Bulk Imports

✅ Always test the import with a small batch before processing a large file.

✅ Regularly update your product list to keep inventory information accurate.

✅ Ensure that barcode and category assignments follow a consistent naming convention.