Inventory Upload
Derek Velez avatar
Written by Derek Velez
Updated over a week ago

Using the Inventory Import Tool

You can import all of your items at the same time using our Generic Inventory Sheet along with our Import Tool.

Before you begin, here's a couple things to keep in mind.

  • You don't need to create your suppliers ahead of time, simply add them to the Generic Sheet and the system will create your suppliers for you when importing.

  • If you need to apply tax to your items, make sure you setup your sales tax ahead of time.

First, you need to prepare the Generic Inventory Sheet:

  1. Required fields are:

    1. Item Description

    2. UPC/Lookup code

    3. Price (what you charge for the item).

  2. Certain fields will be set to default values if not populated. These default values will allow newly imported items to have all required information. The defaults will not overwrite values stored for items already imported into Cashier Live. The fields using defaults are:

    1. Supplier

    2. Department

    3. Category

    4. Tax

  3. The optional fields available on the generic sheet are:

    1. Cost (tied to Supplier)

    2. Quantity

    3. Reorder Number (tied to Supplier

    4. Reorder Point

    5. Restock Level

    6. Buy UOM (Unit of Measure)

    7. Sell UOM

    8. UOM Conversion

    9. Subcategory

    10. Additional Description

    11. Alias (comma delimited)

    12. Master Pack Quantity

  4. Select all of your data and change the formatting to Text in Excel. Please note that depending on your Excel settings, this step might alter your UPCs or Reorder Numbers! Be sure to double check them for accuracy.

A screenshot of a computer

Description automatically generated

 Once you've got your file ready, you'll need to configure the system to use your file.

Login to Cashier Live

 If you are taken to the Settings page, select a register and then click 'Enter Register'
 You should now be on the Cashier tab, click on the 'Manager' tab on the left then click the 'Suppliers' tab on the right side

 We're going to create a Supplier to use for uploading taxable items. Click Add.
 Select No for National Supplier.
 Enter a name for your Supplier Name, a unique code under Code, and a unique number for Account Number.
 Click 'Add New Supplier' when done.

​ Step 1 of Inventory Import Tool
 Now you will want to click on the 'Item Import' tab on the right side
 You can add a new supplier configuration or click the drop to choose an existing import configuration

For this example, we just clicked on 'Save & Next'

​ Step 2 of Inventory Import Tool
 Type in a configuration name for your import
 Select the supplier you just created
 Choose a default department and category
 Set a tax level for the import

 Check the following boxes:
 "Use Generic Spreadsheet"
 "Make Primary Supplier"
 "Update Dept./Cat."
 "Update Description"
 "Update Inventory"
 Choose the store(s) you want to import the inventory into
 Click on 'Save Configuration' when done

​ Step 3 of Inventory Import Tool
 Next you will want to click 'Choose File' and browse your files for your inventory sheet

 Find your excel sheet that you want to import using the Windows File Explorer and click 'Open'

Once your file has been loaded, click on 'Upload File' to start the import process

A small window will appear with a loading icon indicating the import is in process. Imports can take anywhere from a few seconds (hundreds of items) to a few minutes (thousands of items) depending on the size of your import file.

If you see "Complete" you're all set! The items have been added to your inventory. If you get an error, see below.

If you encounter an error:

  • Make sure you started with our original Generic Inventory Sheet. Sometimes when you copy/paste data over from other applications which can alter the formatting and cause problems.

  • Try opening a blank version of our sheet and copying the data over from the old sheet to the new one and import again.

  • Ensure the cells in your sheet are all formatted as Text.

  • Make sure you don't have any typos in your prices, such as 10..95 instead of 10.95.

  • Check for special characters like apostrophes in your Departments, Categories, and Supplier names.

  • Make sure there are no blank cells in your file.

If you still have problems, please email the inventory file you are using to with your store name and we'll be happy to help you.

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