If you have a large list of products from a supplier, you don’t have to add each product to the order manually. You can quickly upload them as a list by importing via .xlsx, .xls, or .csv files.
The system will automatically check your file: it will find existing products in your database or suggest creating new ones right during the import.
What to keep in mind before you start
Only product rows are imported. General order details (supplier, warehouse, date) cannot be changed via the file—you must enter them manually.
You need the appropriate permission to create new products. Without it, only products that are already in your catalog will be imported.
All values in the file must be in text format. A different cell format may result in duplicates during posting.
Step 1 – Upload the file
Proceed to create a new Purchase Order (or open an existing one for editing).
Open the “Products” tab and click the Import button.
In the window that opens, select or drag and drop your file in Excel (.xlsx/.xls) or CSV format (up to 5 MB).
Step 2 – Configure Field Mappings
Tell the system which column in your file corresponds to which field. Below is a detailed description of each field.
Product Name — this is the name of the product.
Code — the product identifier. You can use this, for example, to designate a product according to your internal rules.
SKU — this is the product identifier. It is usually specified as a numeric or alphabetic code and may match, for example, the product’s code from the manufacturer or supplier.
Barcode — a product identifier specified according to the international formats EAN-13, EAN-8, UPC-A, and Code128.
Product category — subcategories are separated by the > symbol.
For example: Accessories > Micro SD.
Do not specify the “All Products” category—it is set automatically. If the specified category does not exist in the catalog, it will be created automatically.
You can also set a default value for all products.
Unit of measurement – You must specify the unit of measurement for each product. You can also set a default value for all products.
Important: Currently, you can only specify units of measurement in English in the import document. We are actively working on adding the ability to import products with units of measurement in other languages.
For your convenience, open this list to see a list of all units in English.
For your convenience, open this list to see a list of all units in English.
Quantity
pcs - Pieces
pack - Package
ea - Each
Length
m - Meters
cm - Centimeters
mm - Millimeters
km - Kilometers
in - Inches
ft - Feet
yd - Yards
mi - Miles
Weight
kg - Kilograms
g - Grams
t - Metric Tons
lb - Pounds
oz - Ounces
Area
m² - Square Meters
cm² - Square Centimeters
sq ft - Square Feet
ac - Acres
Volume
L - Liters
ml - Milliliters
m³ - Cubic Meters
gal - Gallons
qt - Quarts
cu ft - Cubic Feet
Time
min - Minutes
h - Hours
d - Days
nh – Normal Hours
Product type — a field for specifying the product type. Select the column in the import file that contains the product type value for each item. You can also select a default value that will be applied to all items.
Quantity — the quantity of the product to be ordered. It cannot be less than the quantity of the product already posted.
Purchase price – the cost of the product. The default value is 0. The default value is applied to rows where no price is specified in the file.
Comment – an optional comment for the product line item in the purchase order.
Comment type – determines the visibility of the comment: public or private.
You can set a single default value for the entire import.
Required fields and their purpose
You must always fill in the quantity.
Required fields for searching for a product in the catalog – Product Name, Code, SKU, Barcode. The system uses these fields to check whether such a product already exists in your database.
Apart from the quantity, only one of these three fields—Product Name, Product Code, or Product SKU—is required, depending on which of these values your company uses as a unique product identifier. The rest are only required if you want to identify the product more precisely, for example, when there are several similar items in the catalog.
Required fields for creating a new product – Product Name, Category, Unit of measurement, Product type.
These fields are used only when the product cannot be found based on the previous fields and the system creates a new product card in the catalog. If the product already exists in the database, these fields do not apply to it.
What Happens After Clicking Import
After you’ve mapped the fields, click Import. The system processes each row of the file and determines what to do with it:
✅ Product Found
The item is added to the purchase order. If it already exists in the document, the row is updated; no duplicate is created.
🆕 Product not found
A new product card is automatically created in the catalog, and a line item is added to the document. You must have permission to create products.
❌ Error
The row is skipped and marked as an error—if required data is missing or a conflict has occurred.
Import reliably protects purchase orders from accidental errors. If you’ve already received some of the products into the Inventory, the system won’t let you delete these line items or reduce their quantity below what’s already been posted—you can only increase the quantity.
Additionally, the import only adds products to the current purchase order and does not modify product cards in your catalog. The names, categories, or types of existing products will remain intact, and nothing will be accidentally overwritten.