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.

If you’d like to bulk import items with variants, visit Bulk Manage: Items with Variants instead.

Table of Contents

When to Use Bulk Management

Bulk Management is a powerful tool that can transform how you manage inventory. Before jumping right in, it is important to learn when you should and when you should not use this feature.

Use Bulk Management:

  1. When you have many inventory items to import

    For merchants with large inventories, it’s more efficient to import items via Bulk Management than to add them one-by-one from the Items List.

  2. When you have a digital copy of your items

    If the items you need to add already exist in a spreadsheet file, just copy their information into our template. Once in our template, the items are ready to import via Bulk Management.

  3. If you need to make mass changes to existing inventory items

    Changing the prices of 100 different items via the Items List can be cumbersome. Instead, modify these items in bulk with Bulk Management.

  4. If you're opening a new store and want to copy basic items over from an existing ShopKeep store

    If the new store sells the same products as the existing one, copy over inventory from your existing store. Visit our Multi-Store: New Store Setup article for help with this specific process.

Don’t use Bulk Management:

  1. When you only have a few inventory items to add or modify

    In this case, it is less efficient to spend time preparing a Bulk Management spreadsheet than it is to add/modify these items one-by-one.

  2. If you are not comfortable working with spreadsheets

    Using Bulk Management requires editing, formatting, and saving spreadsheets files. If you don’t feel confident doing these actions, Bulk Management may not be right for you.

If you decide not to use Bulk Management, add/modify your items one at a time via the Items List.

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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  4. Visit one of the sections below for help completing your Bulk Management job.

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).

Download & Prepare the Template

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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    The only required columns are Name and Price. Any columns left blank will automatically be assigned the default value (TRUE or 0).
  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'.

    Most fields will automatically map to the correct CSV headers, but you must manually map Cost.

  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. In Bulk Management, select 'Modify Inventory' and click 'Next'.
  2. Click 'Export your existing inventory to a CSV'.
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Prepare & Upload 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_inventory_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. Item UUID and Name must be assigned along with any other field being updated. Set other fields 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.
  • Export Inventory

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

    1. In Bulk Management, select 'Delete Inventory' and click 'Next'.
    2. Click 'Export your existing inventory to a CSV'.
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    Prepare & Upload 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_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 Columns

    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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