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Save time by importing your entire product catalog from an Excel/CSV file.

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1

Download Sample Template

Start with our pre-formatted CSV template to ensure your import works correctly:

Sample Products Template

Includes 5 example products with proper formatting

Download Sample CSV
Tip: Use the sample file as a template. Replace the example products with your own data.
2

CSV File Structure

Your CSV file must have exactly these columns in this order:

barcode,name,selling_price,stock_quantity,buying_price,expiry_date,packaging_type,category 001234567890,Premium Coffee Beans 500g,1200.00,25,800.00,2025-12-31,Packets,Beverages 001234567891,Organic Rice 2kg,450.00,50,320.00,2025-06-30,Bags,Grains
Column Descriptions:
barcode - Unique product identifier
Can be empty, system will generate if needed
name - Product name (REQUIRED)
Clear, descriptive name
selling_price - Customer price (REQUIRED)
Format: 1200.00 (no currency symbol)
stock_quantity - Current stock (REQUIRED)
Whole numbers only: 25, 100, etc.
buying_price - Your cost price
Format: 800.00 (can be empty)
expiry_date - Expiry date
Format: YYYY-MM-DD (can be empty)
packaging_type - Unit type
Packets, Bottles, Units, etc.
category - Product category
Will be created if doesn't exist
3

Prepare Your Data

Follow these guidelines when preparing your CSV file:

Do This:
  • Use the exact column names shown above
  • Keep the header row (first row)
  • Use decimal format for prices (1200.00)
  • Use YYYY-MM-DD format for dates
  • Save as CSV format, not Excel (.xlsx)
  • Ensure selling price > buying price
Avoid This:
  • Don't include currency symbols (KES, $, etc.)
  • Don't leave required fields empty
  • Don't use commas in numbers (use 1200.00, not 1,200.00)
  • Don't change column order
  • Don't exceed 5MB file size
  • Don't use special characters in names
Important: Test with a few products first before importing your entire catalog!
4

Upload and Import

Ready to import your products:

  1. Go to Inventory → Products
  2. Click the "Import Products" button
  3. Select your prepared CSV file
  4. Click "Import" and wait for processing
  5. Review the success/error messages
Import Products Now
What Happens During Import:
  • System validates each row
  • Creates new products if barcode doesn't exist
  • Updates existing products if barcode matches
  • Creates categories automatically if they don't exist
  • Shows errors for invalid data
5

Verify Import Results

After import completion:

  1. Check for success message showing number of imported products
  2. Review any error messages for failed rows
  3. Go to Products list to verify your inventory
  4. Check that categories were created correctly
  5. Verify a few products have correct pricing and stock
Pro Tip: If some products failed to import, fix the errors in your CSV file and import again. The system will update existing products and add new ones.

Troubleshooting Common Issues

Make sure to save your file as CSV format (.csv), not Excel (.xlsx). In Excel, use "Save As" and choose "CSV (Comma delimited)" format.

Prices must be in decimal format without currency symbols. Use "1200.00" not "KES 1,200" or "1200".

Ensure name, selling_price, and stock_quantity columns have values for every product row. These are required fields.

Try Import Again
Next: Add Suppliers
Previous: Products
Next: Add Suppliers
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