Posting from a file using mapping
The posting process can be greatly accelerated and simplified by quickly and easily importing products through an Excel file using mapping.
☝ This method is suitable:
If you receive products from a supplier in an XLSX / XLS / CSV file.
For automatic matching of the supplier's data with your products.
If you need to not only post existing products but also create new ones.
Its advantages are:
Fast posting without manual entry.
Minimization of errors and duplication of products.
Auto-updating of prices, barcodes, and balances based on supplier data.
In the posting document, click the Import button, then upload the file from your PC.
Please note that all values in the table must be in text format. If the data in the table is set to a different format, duplicate records may be created when posting products.
After uploading the file, you need to set the correspondences between the system fields and the column names in the Excel file.
Product category is a required field. For products that belong to the same category, you can use the default value. When importing, you must specify the entire chain of categories — from the parent category to the last level category.
For example, if you have a category All products > Accessories > Cases, then when importing, you need to specify this category in full in the “Category” column of the file.
Product name is a required field.
Product code - a unique identifier of the product.
Product article is a unique number or designation of the product.
Important: only one of the fields will be mandatory — “Product name,” “Product code,” or “Product SKU,” depending on which of these values is used in your company as a unique product identifier.
Quantity is required for non-serialized goods. For serialized goods, if the number of units exceeds the number of specified serial numbers, the missing numbers will be generated automatically. If the number of units is less than the number of specified serial numbers, then only the number of serial numbers that corresponds to the actual number of units will be posted.
Serial numbers are required for serialized goods. In this case, the quantity of goods is equal to the number of serial numbers indicated by commas (no more than 20).
Purchase price is a mandatory field that represents the cost of the goods. It is used in the calculation of profit, and it is from this price that margins are formed.
Supplier warranty (value) is a quantity (number).
Supplier warranty (term) is a unit of measurement: days or months.
The “Supplier warranty (value)” and “Supplier warranty (period)” columns are optional, but if you do fill in the warranty, both must be filled in.
Prices are not required fields. This is an opportunity to immediately fill in the types of product prices from the import table according to the ones created in the system on the Settings > Prices and discounts > Products page.
With this method of posting, you can upload and create new products.
A new product card is created and filled with the data that was matched when loading the table. If the category specified in the file does not exist in the system, it will be created.
Please note that the file for posting goods can contain up to 250 lines!
The system matches products by their unique identifier. If such a product already exists, you can leave the “Category” field blank — during posting, it will be added to its category.
After the first posting, the import comparisons are saved by the supplier. That is, during the next posting, by selecting this supplier, the data will be filled in automatically.
After all the values have been compared, click the Import button.
After adding products to the posting table (manually or using a file), click the Create button.
If necessary, you can edit the finished posting document.
Posting of existing products from a file
☝ This method is suitable:
If you receive products from a supplier in an XLSX / XLS / CSV file.
When you mass update the quantity of products without creating new items.
If the products are already in the system, but they need to be distributed to new warehouses.
Its advantages are:
Reduction of errors - eliminates the risk of manual data entry.
Flexibility of settings - you can specify serial numbers, warranty, and retail prices.
You can significantly accelerate your posting routine by importing an Excel file with all the posting data. Navigate to the posting document, hit the Import button, and hit the Import template. This will download the file template to your device.
Remember: you can post only the known products to your warehouses via file importing. Enter the new products manually or import your products on the My company > Products page.
Note that posting products using an Excel file is possible only if the unique identifier of the product is the Name. Read more about setting up a unique product identifier in this article.
This file has no Code, SKU, Barcode, and Serialized columns because the system receives them via product import functionality, before posting.
Here are the table fields you can find in your Excel file:
Unique product identifier is the value of the uniqueness of the product (name, code, article or not specified), the column is required. Learn more about defining a unique identifier in this article.
Important: If you have not defined a unique product identifier (it is indicated "not specified" in the settings), then you must use the ID of the product (you can find out the product ID by exporting products on the page "My company - Products")
Quantity. It is a required field for non-serial products.
Serial numbers. It is a required field for serial products. The system will add as many products as many serial numbers you enter in this field (up to 20 serial numbers).
Supplier warranty (value). It is an optional field for the supplier warranty period value.
Supplier warranty (period). It is an optional field for the supplier warranty period unit type (day or month).
Note: Supplier warranty columns are optional. However, if you decide to add the supplier warranty, you should fill both fields.
The expiration date is the final expiration date for the product. The expiration date is displayed in a separate column in the warehouse in the balance table.
If you receive a batch of one product with different expiration dates, each group with a separate expiration date should be recorded with a separate delivery note.
Purchase price. It is a required field for calculating the profit and price markup.
Retail price fields. These are the optional fields for retail prices. The system uses these values for the retail prices in the product profile.
Retail price fields are not required. If there is no data, just leave a blank cell and delete the column names so that zero prices don’t apply to the products.
Remember: make sure your retail price column names correspond to the price markup names from the Settings > Prices and discounts page. Otherwise, RO App won't be able to identify these values as prices.
Hit the Import button, attach your Excel file, and press the Import button to upload the file to the system.
Keep in mind: your product posting Excel file should contain up to 250 rows of data.
If you import a file in the old format, which does not have an “Expiration date” column, an error will occur during import. This is because this characteristic cannot yet be set for existing products.
To avoid this error, add a column named “Expiration date” to the import file before the price columns and leave it blank. This is a temporary solution until an update is released that will allow you to set expiration dates for existing products, not just new ones.
As soon as you fill the table with your products — whether manually or via Excel file import — hit the Post button.
If necessary, you can edit the finished posting document.