Bulk Manage:
Inventory Imports

Bulk Management makes managing items more efficient for stores with large inventories. Create, update, or delete entire groups of basic items at once using spreadsheets in BackOffice. To bulk import items with variants, visit our Bulk Manage: Items with Variants article instead.

Bulk Management supports basic items and items with variants. Raw goods and modifiers must be managed manually from BackOffice as Bulk Management is not compatible with these features.

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 create them one by one from the Items List.

  2. When you have a digital copy of your items

    If the items you need to create 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 update or delete many existing items

    It is more efficient to manage large numbers of items with Bulk Management than it is to update or delete those items one at a time from the Items List.

  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.

  5. If you have multiple linked locations and want to create the same new basic items in each.
Don’t use Bulk Management:

  1. If you need to create, update, or delete raw goods or modifiers

    Raw goods and modifiers must be managed manually from BackOffice as Bulk Management does not support these features.

  2. When you have just a few items to create, update, or delete

    In this case, it is less efficient to prepare a Bulk Management spreadsheet than it is to create, update, or delete those items one by one from the Items List.

  3. 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, create/update 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. Continue to one of the options below to complete the Bulk Management job.

Create New Items

While you can create basic 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) or need to create the same items in multiple linked locations.

  • Need to import items with variants? Visit our Bulk Manage: Items with Variants article for help.
  • Raw goods and modifiers cannot be created via Bulk Management. Instead, manage these features manually in BackOffice.
  • 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.

      The only required columns are Name and Price. Columns left blank will automatically be assigned the default value (TRUE or 0). For a description of each spreadsheet column, click here!

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    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 'Create New Items' and click 'Next'.
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    6. Click 'Choose File' and select the import spreadsheet.
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    7. (Optional for multi-location accounts) Check the box to create the items in all linked locations.

      This option is only available for merchants with multiple linked locations and is only visible to the Business Owner. Visit our New Store Setup article to learn how to create a new linked location or our Multi-Store Management guide to learn how to link existing locations.

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    8. 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.

      If there are errors with the import, visit our Items Troubleshooting guide for help.

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    Update Items

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

  • Need to update items with variants? Visit our Bulk Manage: Items with Variants article for help.
  • Raw goods and modifiers cannot be modified via Bulk Management. Instead, manage these features manually in BackOffice.
  • Export Inventory

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

    1. In Bulk Management, select 'Update Items' 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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      Wondering what the Option Name and Option Value columns are used for? Visit our Bulk Manage: Items with Variants article to learn more.
    3. In Bulk Management, click 'Choose File', select the updated 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 updating items, ‘Cost’ is unmapped by default. Updating 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.

      If there are errors with the import, visit our Items Troubleshooting guide for help.

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    Delete Items

    Deleting basic items via Bulk Management is a multi-part process. Learn how to export the current inventory, prepare an import spreadsheet, and upload the items to be deleted.

    Before deleting basic inventory items, please be aware of the following:

  • We recommend only deleting items that will not be sold in the future. For items that may be sold again, update their ‘Register Status’ to ‘inactive’ instead of deleting.
  • If a deleted item is re-added, labels printed for the item before deletion will not scan at the register. New labels must be printed.
  • Deleted items will still appear on sales reports for dates prior to deletion but will not appear on some other reports. Visit our Inventory FAQ to learn which reports are not supported.
  • Raw goods and modifiers cannot be deleted via Bulk Management. Instead, manage these features manually in BackOffice.
  • Export Inventory

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

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

    Using your preferred spreadsheet software and a list of existing items exported from BackOffice, prepare the .CSV file to only include items you will delete from inventory.

    1. Open the export in any spreadsheet software.
    2. Remove any items not being deleted from inventory by deleting rows from the spreadsheet.

      Here’s an example of 5 basic items being deleted via import. All items remaining on the spreadsheet will be deleted.

      Before Editing:

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      After Editing:

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

      Visit our Spreadsheets for Bulk Imports article for help saving the file in the correct format for your spreadsheet software.

    4. In Bulk Management, click 'Choose File' and select the import spreadsheet, then click 'Next'.
      • Be sure to select the spreadsheet saved in the previous section, NOT the original file exported from BackOffice. All items in the spreadsheet will be deleted.
      • If an error appears visit our Items Troubleshooting guide for help.
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    5. Click ‘Next’, then ‘Confirm & Proceed’ to process the job.
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    6. Refresh the Bulk Management page to check the job status.

      If there are errors, visit our Items Troubleshooting guide for help.

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    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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    Name | Name of the item as it appears on the register and receipts. This field is mandatory, must be unique, and must be under 255 characters.
    Department | Optional field used for item organization, reporting, and ticket printing.
    Category | A subgroup within a Department.
    Price Type | How the item’s price is entered. System – The item has a set price. Open – The price entered at the register when the item is sold. Unit – The item is sold at a per-unit price (e.g. by the pound).
    Unit | Two character abbreviation for unit pricing (oz/lb/etc.). Use only if Price Type is set to Unit.
    Price | What the customer pays at the register for the item.
    Quantity | How many of an item is on hand.
    Cost | The cost of the item to the business. If Track Inventory is set to FALSE, leave this blank and enter the cost in the Assigned Cost column instead.
    Taxable | TRUE – Yes, the item should have tax applied to it. FALSE – No, this item should not be taxed.
    Discountable | TRUE – Yes, the item should be able to have a discount applied to it. FALSE – No, the item should not be discountable at the register.
    Track Inventory | TRUE – Yes, BackOffice will keep track of the item’s quantity on hand. FALSE – No, BackOffice will not keep track of the item’s quantity on hand.
    Assigned Cost | The cost of the item to the business. If Track Inventory is set to TRUE, enter the cost in the Cost column instead.
    Reorder Trigger | Low quantity amount that prompts the time to appear on the Reorder Report.
    Recommended Order | Quantity required for the item to be considered fully stocked.
    UPC | 8, 12, or 13 digit barcode from the product that can be scanned at the register. UPC codes cannot begin with 2, 4, 5 or contain letters. (Advanced template only)
    Register Status | active – The item appears on the register and can be sold. inactive – The item appears only in BackOffice and cannot be sold at the register.
    Supplier | The vendor or party from whom the item is acquiured.
    Supplier Code | Any reorder code associated with the item.
    Tax Rate | Assign the item to a tax group to override the default tax rate. Tax groups must be set up in BackOffice ahead of time. Enter the name of the tax group and its rate, e.g. Alcohol @ 11.25%.


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