Product: A product represents a particular style or parent of an item(s).
Item: An item represents an inventory SKU (Stock keeping unit) that can be entered into the system for selling, purchasing and manufacturing. You can use the Create Item module to manually create SKUs or you can use the Upload Products module if you have variants enabled on your instance and Upload Items if variants are disabled.
Overview
- Download the latest CSV template from the “Upload Products” module.
- Copy Product information into the CSV template.
- Upload the CSV template into Xoro.
Download the CSV template file
- Go to “Upload Products” using the Search Menu.
- Click on the “Download Template“.
Copy the information into the template
Once you’ve downloaded the template file, you can copy in your data using any spreadsheet software. There are columns that you must complete, and others that are optional. Mandatory fields are marked with a double asterisk (**) prefix.
- The file must be a CSV (Comma-separated values) file. The name of your file must end with csv.
- Make sure you don’t change any of the column headings from row 1 in the template – these are needed for the file to import correctly.
- All date fields will accept a format of MM/DD/YYYY or MM-DD-YYYY.
- Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.
- Sometimes long numbers are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.
| Column Name | Data Type | Description |
|---|---|---|
| **BasePartNumber | Text | Enter a Base part number (or style number) here. This is the skeleton SKU from which unique SKUs will be generated. Many SKUs can have the same Base Part. For example, BasePartNumber: TEE-SHIRT, ItemNumber: TEE-SHIRT-RED-LRG. Note: Two rows cannot have the same Base Part Number. |
| Handle | Text | It is a unique identifier used for matching products in third party apps like Shopify etc. |
| BodyHtml | Text | It is a unique identifier used for matching products in third party apps. |
| Title | Text | A title can be entered for the BasePartNumber here. |
| ProductCategoryName | Text | Enter the ProductCategoryName here. For instance, it can be Apparel, Games or Footwear. |
| Option1Name | Text | Enter the first option for the BasePartNumber. For Apparel items, this should be Color. |
| Option1Value | Text | Enter a value for the first option. For example if Option1Name is Color, then Option1Value can be Black. |
| Option1ValueCode | Text | Enter an abbreviated code for Option1Value here. For example, if Option1Value is Black, then Option1ValueCode can be BLK. |
| Option2Name | Text | Enter the second option for the BasePartNumber. For Apparel items, this should be Size. |
| Option2Value | Text | Enter a value for the second option. For example if Option2Name is Size, then Option2Value can be Medium. |
| Option2ValueCode | Text | Enter an abbreviated code for Option2Value here. For example, if Option2Value is Medium, then Option2ValueCode can be M. |
| Option3Name | Text | Enter the third option for the BasePartNumber. For Apparel items, this option can be ignored. |
| Option3Value | Text | Enter a value for the third option. For example if Option3Name is Shape, then Option3Value can be Circle. |
| Option3ValueCode | Text | Enter an abbreviated code for Option3Value here. For example, if Option2Value is Circle, then Option3ValueCode can be CIR. |
| **ItemNumber | Text | Enter a unique SKU for an item (two of the same SKUs cannot go into the system). Typically this is the BasePartNumber combined with the Option Codes. Make sure the SKU is final, as it will be tricky to change once there are transactions created on it in the system. Note: Two rows cannot have the same Item Number. IMPORTANT: If you are planning to integrate your E-Commerce (Shopify, Woo-Commerce) platform with Xoro then these SKUs MUST match with theirs. If necessary contact your E-Commerce support team for updating SKUs. |
| **Description | Text | Enter a description for the item. |
| ItemBarcode | Text | Enter a Barcode for the item. |
| ItemUpc | Text | Enter a UPC code for the item. |
| **ItemTypeName | Text | Enter the type of item here. Choose one from below options:
Please note that Inventory type items will have their quantities tracked in the system and they will also need the following columns entered in this template: AssetAccountName, CogsAccountName, AdjAccountName & IncomeAccountName. Note: If this field is blank then it will be picked up from the upload default values. |
| **StandardUnitPrice | Numeric | Enter the price at which this item is most commonly sold to the consumer (e.g. 100.50) in your home currency. |
| CustomPrice1 | Numeric | CP1 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| CustomPrice2 | Numeric | CP2 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| CustomPrice3 | Numeric | CP3 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| CustomPrice4 | Numeric | CP4 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| CustomPrice5 | Numeric | CP5 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| CustomPrice6 | Numeric | CP6 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| CustomPrice7 | Numeric | CP7 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| CustomPrice8 | Numeric | CP8 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| CustomPrice9 | Numeric | CP9 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| CustomPrice10 | Numeric | CP10 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| CustomPrice11 | Numeric | CP11 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| CustomPrice12 | Numeric | CP12 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| CustomPrice13 | Numeric | CP13 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| CustomPrice14 | Numeric | CP14 can be customized as any price in the system (Distributor, Wholesale, Retail, etc.) for the home currency. If necessary, enter a price for it here. |
| **StandardUnitCost | Numeric | The standard cost at which the item is purchased from vendors. |
| **SellUomCode | Text | Select the unit of measure (UOM) for the item, this controls how the item is sold and purchased. Certain UOM’s allow the item to be entered in decimal quantities, such as litres or kilograms. Others only allow integer quantities, like each. For example, if it is sold by the gram, foot, each, etc. Choose from:
Note: If this field is blank then it will be picked up from the upload default values. |
| IsSellableFlag | Text | Enter the value Y if the item will be available to add to Sales modules. Enter the value N if the item cannot be added to the Sales module.
Note: If this field is blank then it will be picked up from the upload default values. |
| IsPurchasableFlag | Text | Enter the value Y if the item will be available to add to Purchase modules. Enter the value N if the item cannot be added to the Purchase module.
Note: If this field is blank then it will be picked up from the upload default values. |
| ReturnableFlag | Text | Enter the value Y/N if the item is returnable or not.
Note: If this field is blank then it will be picked up from the upload default values. |
| ManufactureItemFlag | Text | Enter the value Y/N if the item is manufactured using the manufacturing order (MO) module. |
| IsRawMaterialFlag | Text | Enter the value Y/N if the item is consumed to produce another item. |
| DefaultVendorName | Text | Select a default vendor for this item. |
| AssetAccountName | Text | The item’s asset account. This account will be used in future transactions for this item (bills, invoices, etc.).
Note: If this field is blank then it will be picked up from the upload default values. |
| CogsAccountName | Text | The item’s cost of goods sold account. This account will be used in future transactions for this item (e.g. invoice).
Note: If this field is blank then it will be picked up from the upload default values. |
| AdjAccountName | Text | The item’s adjustment account.T his account is used as the default inventory adjustment account.
Note: If this field is blank then it will be picked up from the upload default values. |
| IncomeAccountName | Text | The item’s income account. This account will be used in future transactions for this item (e.g. invoice).
Note: If this field is blank then it will be picked up from the upload default values. |
| ExpenseAccountName | Text | The item’s expense account and it’s available for non-inventory items. This account will be used in future transactions for this item.
Note: If this field is blank then it will be picked up from the upload default values. |
| WipAccountName | Text | The item’s WipAccountName account.
Note: If this field is blank then it will be picked up from the upload default values. |
| Length | Numeric | The item’s length. |
| Width | Numeric | The item’s width. |
| Height | Numeric | The item’s height. |
| **SizeUomCode | Text | The unit of measure for the item’s size (e.g. cm, ft, m).
Note: If this field is blank then it will be picked up from the upload default values. |
| Weight | Numeric | The item’s weight. |
| **WeightUomCode | Text | The unit of measure for the item’s weight (e.g. lb, kg, g).
Note: If this field is blank then it will be picked up from the upload default values. |
| AlertNote | Text | Enter an alert note here for this item. Every time this item is added to a module, this alert note will appear to the user. |
| WebUrl | Text | An internet link for the item can be entered here. |
| ImagePath | Text | An internet link for the item can be entered here. |
| SeasonValues | Text | Enter the season values here like Winter, summer etc. |
| HazmatCode | Text | The item’s hazmat code. |
| SellPkgQty | Numeric | The quantity that is sold per package. |
| ReOrderPointQty | Numeric | The minimum quantity to hold of this item such that when it drops to this amount, the item should be replenished. |
| ReOrderQty | Text | The amount to re-order when an item’s stock reaches the re-order point quantity. |
| ActiveFlag | Text | Enter Y/N to Active or Deactivate the product.
Note: If this field is blank then it will be picked up from the upload default values. |
| IsTaxableOnSale | Text | Enter Y/N to apply tax on sales. |
| SaleTaxCode | Text | The default tax code to sell this item. THis tax is retrieved when an item is added to an estimate or sales order. |
| IsTaxableOnPurchase | Text | Enter Y/N to apply tax on Purchase. |
| PurchaseTaxCode | Text | The default tax code to purchase this item. This tax is retrieved when an item is added to a purchase order. |
| BrandName | Text | Enter the brand name for the product. |
| GroupName | Text | Select a product group for this item. |
| CategoryName | Text | Select a category for this item. |
| SalesNotes | Text | A note for sales. |
| PurchaseNotes | Text | A note for purchasing. |
| CooCodeIso2 | Text | The item’s CooCodeIso2. |
| GenderCode | Text | The item’s GenderCode. |
| MaterialName | Text | The item’s MaterialName. |
| HSCode | Text | The item’s hazmat code. |
| Tags | Text | The item’s tag. |
| WarrantyTime | Text | The item’s WarrantyTime. |
| WarrantyUOM | Text | The item’s WarrantyUOM. |
| ShelfLife | Text | The item’s ShelfLife. |
| ExpirationDate | Date | The item’s ExpirationDate. |
| CARB | Text | The item’s CARB. |
| Is Auto Producible | Text | If this flag is ON, this item will be auto manufactured/produced to make the inventory available during the Waving process if the inventory is not sufficient. |
| Discontinued Date | Text | If a particular item is not to be used, the date can be defined in the system to keep a record of when it should not be used. |
| ImportError | Text | If there any errors from an upload, they will be listed in this column. |
Upload the template
Once you have filled the CSV file with your data, you can follow the steps below to upload it into Xoro:
- The Default values for required columns can be configured before the upload.
- Please check the defaults from the Upload Items module before uploading items
- If the data in the template is blank or incorrect, then the uploader will fallback and use these specified default values.
- Click Browse to select the saved CSV template file.
- After the file has been selected, click on Upload to start importing.
- While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.
- After the import has been completed, the result will be displayed with the message for success or error (if any).
- Products will only get uploaded into the system if there are no errors in the file. If there are errors in the file, you can download the error file, fix the errors in the original file and upload it back into Xoro.
