Importing Excel file as a way to create or update Products

This article explains how to use an Excel import to create or edit multiple products simultaneously in Flawless POS, enabling more efficient inventory management.

With the latest update, you can now: 

• Upload Excel or PDF files 
• Map multiple document fields to a single product field 
• Create products using Cost or Wholesale only 
• Apply bulk pricing formulas directly during import 
• Edit imported values before completing the import

This makes large inventory uploads faster, more flexible, and easier to manage.

You may refer to this video for a step-by-step guide on importing Excel files to create or update products:

https://www.youtube.com/watch?v=YsQDKUKarnk

1. Access Product List Module

• Open the left navigation menu.

• Go to Inventory and select Product List.
  
   
  
  
  

2. Creating New Products via Excel Import

• Click the round action button in the top left corner.

• Scroll to the very bottom of the options and select Import from CSV from the menu.
  
  

In the Review Import dialog:

• Choose Vendor (optional): Assign the imported products to a vendor if desired. 

• Designer (optional): Assign a designer to all imported products. This is useful for brands that track designers separately from vendors

• Title Capitalization: Choose whether product titles should be auto-capitalized during import or left exactly as they appear in the file.

• SKU White Space: Control how SKUs are handled by choosing whether to keep or remove white spaces.

• Auto Generate SKUs (optional): Enable this option to automatically generate SKUs for products that do not already have one. You may click View Master SKU Codes to review available SKU formats.

• Upload PDF or Excel File: Upload a PDF or Excel (CSV) file containing your product data. Ensure the file includes the required fields such as SKU (or auto-generate enabled), Cost, Wholesale, or Retail pricing.

Map Fields: 

You can now map multiple document fields into a single Flawless POS field, allowing greater flexibility when importing vendor files that do not follow a standard format. 

Examples:

• Retail → Cost 

• Wholesale → Cost 

• Cost → Cost 

• SKU → SKU
  

This is especially helpful when working with vendor price lists or PDFs that only provide cost or wholesale pricing. 

Once mapping is confirmed, click Import Products to create the new products. 

Important Notes: 

• Editable Import Fields: 

  • After the file is processed and products are detected, each imported field becomes editable directly in the Review Import screen. This allows you to make last-minute adjustments to pricing, titles, or other mapped values before completing the import.

• When importing from a PDF:

  • Review all mapped fields carefully 

  • Confirm SKUs, pricing, and product names 

  • Ensure pricing formulas produce the expected results
    

This is because PDFs vary widely in format, a manual spot check is required before completing the import.

3. Creating Products When You Only Have Cost or Wholesale

If your file does not include Retail pricing, Flawless POS allows you to calculate pricing automatically during the import process. 

Bulk File Pricing Adjustment  

Use Bulk File Pricing Adjustment to generate pricing values based on formulas before products are created.

• Set Retail = Cost × multiplier 
• Set Wholesale = Cost × multiplier 
• Use Cost or Wholesale as a divider of Price

Example: 

• Retail = Cost × 2.5 
• Wholesale = Cost × 1 

These calculations are applied before the products are created, directly within the import workflow.

4. Updating Existing Products via Excel Import

1. Prepare an Excel file with the SKUs of existing products you want to update, along with the new data (e.g., updated Product Line, Retail Price).

2. Repeat the import steps as with new products:
   
   

1. Use SKUs as a reference to match products for updating.

2. Review and adjust the mapping fields to ensure the correct fields (e.g., Product Line) are updated.

3. Apply pricing adjustments if needed

After products are detected, all imported fields become editable in the Review Import screen, allowing final adjustments before completion. 

Click Import Products to finalize the updates.

Additional Information

• Vendor Selection Note: If a vendor is selected in the Review Import step, all items will be assigned to that vendor. Leave the vendor field as "-Select Vendor-" if you don’t want this change applied.

Troubleshooting
For any issues encountered when importing Excel files to create or update products, please contact Flawless POS support for assistance.