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Bulk Manage:
Inventory Imports

Bulk Management makes managing items more efficient for stores with large inventories. Add, modify, or delete entire groups of basic items at once using with spreadsheets in BackOffice.

Check out our Import Items video below:

Import New Inventory

Table of Contents

Start a New Job

To get started with Bulk Management, log in to BackOffice from a computer and start a new job.

  1. Click 'Items' and select 'Bulk Manage Items'.
  2. Select 'New Job'.
  3. Choose a type of job and click 'Next'.
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Add New Inventory

While you can add items one-by-one from the Item List, importing inventory using Bulk Management is sometimes more efficient. We recommend this method if you have a lot of items (over 50).

Prep the Spreadsheet

Bulk Management works by importing items from a spreadsheet. Use the basic template, perfect for most items, or the advanced template that includes additional details like UPC barcodes.

  1. Download the Basic or Advanced template.
  2. Open the template in any spreadsheet software.
  3. Fill the spreadsheet with your product information.

    For a full rundown of what all the spreadsheet columns mean, click here!

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    If you leave a column blank, set it to ‘Unassigned’ when importing later.

  4. Save or export the completed spreadsheet in .CSV format.

    Visit our Bulk Importing support article for help saving the file.

  5. In Bulk Management, select 'Add New Inventory' and click 'Next'.
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  6. Click 'Choose File', select the spreadsheet, and click 'Next' to map the import.

    If you get an error, visit our Items Troubleshooting guide for help.

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Map the Import

With the spreadsheet uploaded, review the Map Fields page to make sure BackOffice matches the spreadsheet columns to the correct stock item fields.

  1. Match 'Your CSV Headers' with 'Stock Item Fields'.
  2. If you’re NOT adding info for a particular column, set it to 'unassigned'.

    Unassigned fields will remain their default values.

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  3. When finished mapping the import, press 'Next' and 'Confirm & Proceed'.
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  4. Refresh the Bulk Management page to check the import status.
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If there are errors with the import, visit our Items Troubleshooting guide for help.

Modify Inventory

Whether a product line is discontinued or prices increase across the board, Modify Inventory can help. Import a single spreadsheet to make changes to many items at once.

Export Inventory

Since you are updating items, start by exporting the existing inventory from BackOffice.

  1. Select 'Modify Inventory' and click 'Next'.
  2. Click 'Export your existing inventory to a CSV'.
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Prep the Spreadsheet

With the inventory exported, make changes to items that need an update and delete items that do not. This requires spreadsheet software like Excel or Open Office.

  1. Open the inventory export spreadsheet.

    It should appear in your downloads folder as “ACCOUNTNAME_new_stock_items.csv”.

  2. Make changes to the spreadsheet and save/export in .CSV format when finished.

    Here is an example of a price update. Item UUID is required for import, Name stays as a reference, and Price is the only column that changes. Rows/Columns not being updated are removed.

    Before Editing:

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    After Editing:

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  3. In Bulk Management, click 'Choose File', select the modified spreadsheet, and click 'Next'.

    If you get an error, visit our Items Troubleshooting guide for help.

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  4. Set any field not being updated to unassigned.
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    When modifying inventory, ‘cost’ is unmapped by default. Modifying cost will override the weighted average cost calculations performed by the system when inventory was received. If you do not want to use weighted average cost, follow the steps here to disable the feature.

  5. When finished mapping the import, press 'Next' and 'Confirm & Proceed'.
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  6. Refresh Bulk Management to check the status of the import.
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If there are errors with the import, visit our Items Troubleshooting guide for help.

Delete Inventory

Use Bulk Management to remove an entire range of items from your store at once.

Before deleting inventory, please be aware of the following:

  • If a deleted item is re-added later, labels printed for the item will not scan at the register and new item labels will need to be printed.
  • Deleted items appear on sales reports, but do not appear on certain other reports. Visit the Inventory FAQ to learn which reports are not supported.
    1. Select 'Delete Inventory' and click 'Next'.
    2. Click 'Export your existing inventory to a CSV'.
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    Prep the Spreadsheet

    Starting with your full inventory, remove items that are not being deleted. Any items remaining in the spreadsheet will be deleted. This requires spreadsheet software like Excel or Open Office.

    1. Open the inventory export spreadsheet.

      It should appear in your downloads folder as “ACCOUNTNAME_new_stock_items.csv”.

    2. Edit the spreadsheet and save/export it in .CSV format when finished.

      Here’s an example of 5 items being deleted via import. Delete the rows for items you are keeping in your store, any items left on the spreadsheet will be deleted.

      Before Editing:

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      After Editing:

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    3. In BackOffice, click 'Choose File', select the saved spreadsheet, and click 'Next'.

      If you get an error, visit our Items Troubleshooting guide for help.

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    4. Click 'Next' and 'Confirm & Proceed' to finish up.
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    5. Refresh Bulk Management to check the status of the import.
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    If there are errors with the import, visit our Items Troubleshooting guide for help.

    Template Fields Explanation

    Both the basic and advanced templates have columns that match up with parameters for BackOffice items. This section explains what these columns mean and what information is required in each.

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