Importing products

Importing products

The bulk import tool lets you add hundreds of products to your inventory from a spreadsheet file. Instead of entering each product one by one through the product form, you can prepare a CSV or Excel file and upload it all at once.

Before you start

• You need admin access to use the import tool.
• Create a spreadsheet with the required columns: Product Code, Product Name, Unit of Measurement, Sales Price, Cost Price (if applicable).
• Optional columns: Category, Warehouse, Barcode, Description.
• Save the file as CSV (.csv) or Excel (.xlsx). Use Latin letters and numbers for product codes.
• Review your data carefully before uploading — do not include duplicate product codes or empty required fields.

Steps

1. Go to Products in the main menu. Open in Usystems

2. Look for the Import Products option (usually a button or link near the product list). Open in Usystems

3. Click Upload file and select your prepared spreadsheet.

4. The system will preview the first few rows. Review for any obvious errors:

   • Missing required fields turn the row red.
   • Duplicate product codes are flagged in the preview.

5. If preview looks correct, click Confirm import. The system processes each row:

   • Products with the same code are not overwritten — they are skipped with a warning.
   • New products are created in the default warehouse.
   • Invalid rows (missing code or name) are logged but do not block the rest.

6. When complete, you see a Summary: X products created, Y skipped. Click Done and review the product list.

Accounting impact

When you import a product with a cost price, the system does not automatically adjust your inventory balances. Imported products start with zero quantity. You must:

• Use the Inventory → Adjust Stock page to set opening quantities (which may debit your Cost of Goods Sold if the product is a purchase item).
• Or create a manual Purchase Order or Receipt to record the inbound stock with cost values.

Tips & common mistakes

• Use a consistent format for product codes (e.g., all numeric, or PRD-001). The system treats codes as unique identifiers.
• Don't mix currencies in a single import. If you have products in different currency zones, run separate imports.
• Check for special characters in product names or descriptions — if your spreadsheet uses accented letters (Dari characters are fine), test a small import first.
• Imported products inherit no default GL account mappings. You may need to visit Settings → Product accounting to map product categories to income/expense accounts for reporting.

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