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    26 Jan, 2023
    Also available in:EstonianFinnish

    Product Importer (OLD)



    Current module will not be updated. We recommend using Product importer which has more possibilities - you can find more information from here.
    Note! If you are using the new menu, you will only have new Product importer.

    This section will cover regular product imports and matrix product imports:
    Starting a new product import
    Product types
    Upload file and import options
    Import preview
    Test import
    Product import process explained
    Matching existing products by one data field
    Matching existing products by multiple data fields
    Price lists and matrix dimensions
    Uploading product groups
    Available mapping fields
    Regular products
    Matrix products

    Be sure to use our product import template. The maximum file size supported is 8MB. Files can be uploaded as .CSV, .XLS and .XLSX files.
    Note: There is no required column order. You may delete unused columns in the xls-template.

    Start a product import

    In the back office, open the Inventory module and select Import products(beta).

    Product types

    Regular products
    Each product must be on a separate line.

    Matrix products:
    Each matrix variation must be on a separate line. Each variation line must contain a code or name of the matrix product. 
    If the variation code column is mapped, variation codes must be on every line and codes must be unique.
    If you’re importing price lists or matrix products, these must be manually inputted in Erply beforehand.

    Upload file and import options

    Select the import file from your computer by clicking Choose file.

    This section allows you to choose a warehouse to upload products to. This is used for stock replenishment and inventory registrations. 

    Matching existing products 

    The import checks whether the product already exists in Erply. If it does, then it will be updated. Existing products will be searched by Code, UPC/EAN code or Name. Please read the more detailed description below.  

    Add and update existing
    By default new products will be added and existing ones will be updated. If you select “
    Only add new
    New products will be added and existing products will be skipped.
    Only update existing
    New products will be skipped and existing products will be updated.
    Ignore archived
    Archived products will be not matched with products in the import file. 
    Update archived where possible 
    Archived products will be updated if matching products are found in the import file.
    Click Preview to continue.

    Import preview

    Here you can review the same import options and map you data fields.  

    You can see the first (title) line of the import file. If a title is not fully displayed, move the mouse over it and the full title will be displayed.
    Beneath each title is a drop-box for column mappings. Available Erply fields are logically grouped and most important fields are highlighted.
    Review automatically mapped fields and manually map any other fields you wish to import. 
    Matrix dimensions are always required to be mapped manually.
    Colored texts in the beginning of the rows indicate which rows will be added and which will updated or skipped.

    Test your import

    If columns are mapped correctly, click Test the import by importing 10 rows.
    You’ll see import results for the first 10 rows. This allows you to confirm that your import columns were properly mapped and that the information is being imported as expected.
    Click “See in Erply” to open an imported product.
    If the first 10 rows were imported as expected and no duplicates were created, click Start import.

    Product import process explained

    Imports in Erply run server-side, which means you may close the import window after starting an import.
    Progress of the running import will be displayed again if you reopen the import window.
    If some rows in the import file were invalid, there will be a notice after import stating that “Import finished, but not all rows were successfully imported.”

    Matching existing products by one data field

    If you only select one field to match products by, Erply will look up exact matches.
    Be aware that spaces at the beginning or end of the field make a difference. Letter case (capital or lowercase letters) does not make a difference.
    For example:
    Code “4332 ” is not equal to “4332” because of the spaces at the end of the first code.
    Code “A332” is equal to “a332”.
    If there are more than two matching products in Erply, the import tool will pick a random one.

    Matching existing products by multiple data fields

    If you choose multiple fields to match by, then the import tool will try to find the best match. The logic used by Erply is as follows:
    A product in Erply with exactly the same field values is matched first (See Example 1, below).
    If some “match by” fields are not set for the row, then the empty values are ignored. The product in Erply will be matched only by non-empty fields (Example 2).
    If there is no product which matches all fields, the import will try to match based on as many fields as possible until it finds a match or there is no product in Erply that has any common matching fields (Example 3).
    If there are more than two matching products in Erply, the import tool will pick a random one (Example 4).

    For example:
    Match by: Code, UPC/EAN
    Product 1 in Erply: Code: “shirt-red”, UPC/EAN: “10001”
    Product 2 in Erply: Code: “shirt-red”, UPC/EAN: “10002”
    Example 1: Following row will match Product 2:
    Code: “shirt-red”, UPC/EAN: “10002”
    Example 2: Following row will match Product 1:
    Code: “”, UPC/EAN: “10001”
    Example 3: Following row will match Product 1 and overwrite the Code with new value:
    Code: “shirt-green”, UPC/EAN: “10001”
    Example 4: Following row will match random product:
    Code: “shirt-red”, UPC/EAN: “”

    Price Lists and Matrix Dimensions

    To import price list prices or matrix products, it is required to manually input Price lists and Matrix Dimensions to Erply.

    Price lists

    Price lists Open the Retail chain module and navigate to Price lists

    Create price lists to which you will import prices. Later you can map these price lists to certain columns in the import file.  

    Matrix items

    Open the PIM module and select Matrix dimensions.

    Make sure that required matrix dimension names (like Color, Size etc.) have been added. 
    For more information, check out our matrix items guide
    To import matrix products, click Import matrix products in the top-right corner of the Import options box. 
    Matrix products cannot be imported with a regular products import and vice versa.  

    Uploading product groups

    The product import tool can be used to edit product groups in bulk, but you must have your product groups properly set up before this can be done.
    Using the screenshot below as an example, say you want to upload a product under the product tree Audio → Amplifiers → Sonos.  

    When filling out your product import sheet, any products that you want to upload under this product tree should have Sonos as their product group.

    Important: Avoid duplicate product group names
    In the image below, you’ll notice that “Bose” is a product subgroup listed under “Amplifiers” AND “Headphones.”  

    To ensure your products are imported under the correct tree, you can temporarily edit the name of duplicate product group names. All duplicates should be changed to UNIQUE names.

    Say you wanted to upload  a product specifically in the “Bose” subgroup in the “Headphones” product tree in the above example. All products would be uploaded with “BoseH” as their product group.

    Once the import is finished, you can change all product group names back to their original setup. This will apply the changes to all products within those groups, ensuring your records are correct.

    Available mapping fields

    Available mappings for regular import:

    Code 3
    Manufacturer code

    Name and description
    Name ENG
    Long description

    Origin and grouping
    Product group
    Product category
    Priority group
    Country of origin

    Pricing, taxing and cost
    Import allows you to use prices with comma separator (100,10) and with point separator (100.10) or without any separator (100).
    Net sales price
    Sales price with tax
    Product cost
    Tax %
    Tax free (yes/no)

    Price lists
    You can use maximum 50 price lists for one import.
    Price (price list A)
    Price (pricelist B)

    Measures and weight
    Packed weight (gross weight)

    Stock keeping and delivery
    Non-stock product (yes/no)
    Amounts in packages (separate with spaces)
    Usual delivery time
    Reorder point
    Restock level

    Inventory Registration
    Inventory Registration Quantity
    Inventory Registration Price
    Product is active (yes/no)
    Status (active/archived/no longer ordered/not for sale)
    Show in webshop (yes/no)


    Available mappings for matrix import

    m – will be imported to matrix products
    v – will be imported to variations
    m&v – for matrix products and also for variations (if similar column for variation is not specified)

    Variation Dimensions
    v – Color
    v – Size

    Matrix Code
    m – Code
    m – UPC/EAN
    m – Code 3
    m – Manufacturer code

    Matrix name and description
    m – Name ENG
    m&v – Description
    m&v – Long description

    Matrix & Variation measures and weight
    m&v – Weight
    m&v – Packed weight (gross weight)
    m&v – Length
    m&v – Height
    m&v – Width
    m&v – Volume

    Matrix & Variation status
    m&v – Product is active (yes/no)
    m&v – Status (active/archived/no longer ordered/not for sale)
    m&v – Show in webshop (yes/no)

    Matrix & Variation taxing
    m&v – Tax %
    m&v – Tax free (yes/no)

    Matrix & Variation stock keeping and delivery
    m&v – Non-stock product (yes/no)
    m&v – Unit
    m&v – Amounts in packages (separate with spaces)
    m&v – Usual delivery time
    Matrix & Variation origin and grouping
    m&v – Product group
    m&v – Product category
    m&v – Priority group
    m&v – Supplier
    m&v – Country of origin
    m&v – Manufacturer
    m&v – Brand

    Variation code
    v – Code
    v – UPC/EAN
    v – Code 3
    v – Manufacturer code

    Variation name and description
    v – Name ENG
    v – Description
    v – Long description

    Variation pricing and cost
    v – Net sales price
    v – Sales price with tax
    v – Product cost

    Variation Price Lists
    v – Price (price list A)
    v – Price (pricelist B)

    Variation measures and weight
    v – Weight
    v – Packed weight (gross weight)
    v – Length
    v – Height
    v – Width
    v – Volume

    Variation stock keeping and delivery
    v – Non-stock product (yes/no)
    v – Amounts in packages (separate with spaces)
    v – Usual delivery time
    v – Reorder point
    v – Restock level

    Variation Inventory Registration
    v – Inventory Registration Quantity
    v – Inventory Registration Price

    Variation status
    v – Product is active (yes/no)
    v – Status (active/archived/no longer ordered/not for sale)
    v – Show in webshop (yes/no)