Import Products
Contents
1. Use Cases
Quick Jump: New Client Onboarding | Batch Update Validity | Relocate Shelves | New Category Products | Cold Chain Products
Scenario 1: New Client "Fresh Market" Onboarding
Situation: Sales signed a new client who provided an Excel with 500 products to set up.
What to do:
- Click "Import" → "Download Template"
- Copy-paste client's data into the template
- Verify "Name" and "SKU" are filled
- Upload file, do NOT check "Override existing data"
- Click "Upload"
Result: Go to "Data Management" → "Import Logs" to check the results.
Scenario 2: Client Says "These Products Need Different Validity Days"
Situation: Client realizes 200 products have wrong validity days - need to change from 180 to 365.
What to do:
- Go to Product List and "Export" these 200 products
- Change "Validity Days" to 365 in Excel
- Upload file, check "Override existing data"
- Click "Upload"
Result: Go to "Data Management" → "Import Logs" to check the results.
Scenario 3: Warehouse Shelf Reorganization
Situation: Warehouse is rearranging shelves, 300 products need new locations.
What to do:
- Make sure new shelves are created in "Shelves" first
- Export product data
- Change "Default Shelf" column to new locations
- Check "Override existing data" and import
Result: Go to "Data Management" → "Import Logs" to check the results.
Scenario 4: Client Gets New Brand "Health Plus Supplements"
Situation: Client starts distributing a new brand, 50 products need to be added under "Health Supplements" category.
What to do:
- First go to "Categories" and create "Health Supplements"
- Enter "Health Supplements" in the "Category" column
- Do NOT check "Override existing data"
- Click "Upload"
Result: Go to "Data Management" → "Import Logs" to check the results.
Scenario 5: Adding Frozen Foods
Situation: Client adds frozen dumplings, need to set correct temperature zone.
What to do:
- Enter "Frozen" in the "Temperature" column
- Other accepted values: "Ambient", "Controlled", "Refrigerated", "Air Conditioned"
- Click "Upload"
Result: After import, picking lists will show temperature alerts.
2. Feature Guide
Add or update multiple products at once using an Excel file. Ideal for scenarios like onboarding a new client, batch updating validity periods, or adjusting default shelf locations. Compared to manually adding products one by one, importing can save significant time.
Quick Jump: Screen Elements | Step-by-Step | Override Option | Field Reference
2.1 Screen Elements
Clicking "Import" on the Product List opens the "Import Products" dialog:
| Button / Option | What It Does |
|---|---|
| Download Template | Click to download Excel template - use this to fill in your data |
| Select Merchant | Required; determines which merchant the products are imported into |
| Import Template | Optional; apply a saved column-mapping template |
| Choose File | Click to select Excel file to upload, or drag and drop file here |
| Override existing data | Checkbox. When checked, if SKU already exists, new data replaces old data |
| Upload | After confirming file and settings, click this button to begin import |
2.2 Step-by-Step
▸ Step 1: Download Template
- Click the "Import" button on the Product List
- Click "Download Template"
- Open downloaded file in Excel
▸ Step 2: Fill in Data
- Row 1 is field headers - don't change it
- Start entering data from row 2
- "Name" and "SKU" are required
- Fill other fields as needed
- Save file (keep .xlsx format)
▸ Step 3: Upload & Import
- Return to "Import Products" dialog
- Select the merchant ("Select Merchant" is required)
- Click "Select File" or drag the file in
- Decide whether to check "Override existing data":
- Adding new products: Don't check
- Updating products: Check
- Click "Upload"
- Wait for processing to complete
▸ Step 4: Verify Results
- Go to "Data Management" → "Import Logs"
- Find your import record
- Check "Inserted Rows" and "Updated Rows"
- If there are failures, click to see error messages
2.3 "Override existing data" Option
This option decides: What happens if the SKU already exists?
| Setting | When SKU Exists | When to Use |
|---|---|---|
| Unchecked (default) | Error, this row won't import | Adding new products |
| Checked | Excel data replaces system data | Updating products |
⚠️ Important: When "Override" is checked, empty cells in Excel will clear system values.
So when updating products, export existing data first and modify that.
2.4 Field Reference
Required Fields
Fields marked with * are required
| Field | Description |
|---|---|
| *Name | Product name - shows on picking lists, shipping documents |
| *SKU | Unique product code, cannot repeat within same client |
Basic Info
| Field | When to Fill |
|---|---|
| Barcode | Pickers use scanner to verify products |
| Secondary Barcodes | Product has multiple barcodes (old/new packaging), separate with commas |
| Note | Need to remind warehouse staff about something |
Warehouse Operations
| Field | When to Fill | What to Fill | After Filling |
|---|---|---|---|
| Category | Need to filter or count inventory by category | Category name from system, e.g., "Beverages" | Can filter by "Beverages only" |
| Default Shelf (Preferred recommendation during inbound putaway; also used as fallback if no shelf is specified during inventory import) | Let pickers know where product is stored | Shelf code from system, e.g., "A-01-01" | Picking shows "Go to A-01-01" |
| Temperature | Product needs specific storage temperature | Only: Ambient, Controlled, Refrigerated, Frozen, Air Conditioned | Picking shows temperature alert |
Packaging Specs
When to fill? Product has multiple packaging units (e.g., sold by "bottle" or "case")
| Field | What to Fill | Example |
|---|---|---|
| Base Unit Name | Smallest selling unit | Bottle |
| Mid Unit Name | Medium package unit | Pack |
| Large Unit Name | Largest package unit | Case |
| Items Per Mid Unit | How many small units in one mid unit | 6 (6 bottles per pack) |
| Items Per Large Unit (Box Quantity) | How many small units in one large unit | 24 (24 bottles per case) |
| Mid Unit Barcode | Barcode for mid package | 4710088610100 |
| Large Unit Barcode | Barcode for large package | 4710088610200 |
After filling: Client orders "2 cases" - system auto-converts to 48 bottles for inventory.
Box Dimensions
When to fill? Need to calculate shipping volume or arrange logistics
| Field | Unit |
|---|---|
| Box Length (cm) | cm |
| Box Width (cm) | cm |
| Box Height (cm) | cm |
| Box Weight (kg) | kg |
Pallet Specs
When to fill? Bulk receiving, need to know how many cases fit on a pallet
| Field | What to Fill |
|---|---|
| Large Units Per Layer | Cases per pallet layer |
| Layers Per Pallet | How many layers high |
| Total Large Units Per Pallet | Total cases per pallet |
Expiry Management
| Field | When to Fill | What to Fill | After Filling |
|---|---|---|---|
| Validity Days | Need to track product shelf life | Number of days, e.g., 365 | System calculates if products are expiring soon |
Import/Export Products
When to fill? Products need customs clearance
| Field | What to Fill |
|---|---|
| Overseas Imported | "Yes" or "No" |
| Manufacturer Country (2-letter code) | Two-letter country code, e.g., TW |
| Customs Declaration Name | Name for customs declaration |
| HS Code | Customs tariff code |
| Material | Product material |
Serial Number Management
When to fill? Products need serial number tracking (e.g., electronics, luxury goods)
| Field | What to Fill |
|---|---|
| Required Serial Numbers | How many serial numbers per product |
| Serial Number Pattern | Validation rule for serial numbers |
| Box Serial Number Delimiter | Separator used when a box barcode contains multiple serial numbers (e.g., "," splits "SN01,SN02") |
Other
| Field | When to Fill |
|---|---|
| E-commerce Stock Sync | Connected to e-commerce platform, need to sync inventory. Fill "Yes" or "No" |
| Activation Status | Fill "No" to deactivate the product directly; defaults to active when empty |
3. FAQ & Important Notes
Quick Jump: Error Messages | How-To Questions | Important Notes
3.1 Common Error Messages
▪ "SKU is not unique in the file" or "Existing products found"
Why: Two rows in Excel have the same SKU, or system already has this SKU.
How to fix:
| Situation | Solution |
|---|---|
| Duplicate in Excel | Find duplicate rows, delete one |
| Already in system | To update it, check "Override existing data" and reimport |
| Different product | Use a different SKU |
▪ "Product category not found"
Why: Category name in Excel doesn't match the system.
How to fix:
- Go to "Products" → "Categories" to see system names
- Copy exactly that name to Excel (even an extra space causes failure)
- If category doesn't exist, create it first
Or: Leave this cell empty, import first, set category manually later.
▪ "Default shelf not found"
Why: Shelf code in Excel doesn't exist in system.
How to fix:
- Go to "Inventory" → "Shelves" to see system codes
- Copy exactly that code to Excel
- If shelf doesn't exist, create it first
Or: Leave this cell empty, import first, set shelf manually later.
▪ "Invalid temperature value"
Why: Temperature only accepts these values: Ambient, Controlled, Refrigerated, Frozen, Air Conditioned
Common mistakes:
- ❌ "Normal" → Change to "Ambient"
- ❌ "Cold" → Change to "Refrigerated" or "Frozen"
- ❌ Extra space "Frozen " → Remove the space
3.2 How-To Questions
▪ Where to download the template?
"Products" → "Product List" → "Import" (top right) → "Download Template"
▪ How many products can I import at once?
| Count | Recommendation |
|---|---|
| 1-500 | Import at once |
| 500-1000 | Can import at once, takes longer |
| 1000+ | Split into batches, 500 each |
Large files may take several minutes. Results will appear in "Import Logs".
▪ How to set multiple barcodes?
Use commas in the "Secondary Barcodes" field, for example:
4710088610065,4710088610072,4710088610089
(Use half-width comma , not full-width ，)
▪ Imported with wrong data, how to fix?
Only a few wrong: Edit directly in product detail page.
Many wrong:
- Export current data
- Fix in Excel
- Check "Override existing data" and reimport
▪ Can I update only some fields?
Yes, but be careful:
- Export existing product data first
- Only change fields you need to update
- Keep other field values (deleting them will clear them)
- Check "Override existing data" and import
3.3 Important Notes
⚠️ About "Override existing data"
- Override is complete replacement - empty Excel cells clear system values
- Cannot auto-undo after override
- Export backup first before updating
⚠️ About Data Format
- "Name" and "SKU" are required
- SKU cannot repeat within same client
- Category and shelf names must exactly match system
- Temperature only accepts: Ambient, Controlled, Refrigerated, Frozen, Air Conditioned
⚠️ About Processing Time
- Large files may take several minutes. Results will appear in "Import Logs"
- Wait for current import to finish before uploading another file
4. Related Features
| Feature | Description | Link |
|---|---|---|
| Product List | View, search, edit products | Go |
| New Product | Manually add single product | Go |
| Categories | Create categories for import | Go |
| Shelves | Create shelves for import | Go |
| Import Logs | Check import success or failure records | Go |