WiPOS Manual · Dashboard
wipos.cc
Manual › Inventory › Import products from Excel

Import products from Excel

Add many products at once, or update prices and stock for products you already have, by uploading a spreadsheet. You don't need a special format. WiPOS reads your own column names and lets you match them up.

⏱ About 5 minutes Where: Inventory › Product › Import Files: .xlsx, .xls, .csv

In short

  1. Go to Inventory › Product and click Import.
  2. Choose your Excel or CSV file.
  3. Check that each column is matched to the right field.
  4. Check the preview, then click Import Products.

Before you start

1

Prepare your spreadsheet

Put one product per row, with column names in the first row. Only the first sheet in the file is read. Your columns can have any names. These are the fields WiPOS can fill in:

FieldWhat to put in it
Barcode / Item CodeThe product's barcode or your own code. Strongly recommended — see the warning below.
Product NameThe name shown at checkout and on receipts.
Selling Price (RM)A number, e.g. 3.50. No “RM”.
Cost Price (RM)What the item costs you.
Stock BalanceHow many you have now.
Unitpcs, box, kg… Blank means pcs.
CategoryAny name. New categories are created for you.
Low Stock AlertThe stock level at which the product is flagged as Low.
Backorder Allowedyes / no (or true / false, 1 / 0).
VariantsSizes/options with their own price. See Variants format.

Not sure where to start? Download the WiPOS template (the same file as the Download Template button in the dashboard) and fill it in.

Always include a Barcode / Item Code columnWiPOS uses the barcode to tell whether a row is a new product or one you already have. Without it, every row gets a new random code, and importing the same file twice creates every product twice.

Import the file

2

Click “Import”

Go to Inventory › Product and click Import, next to + New Product.

Click to enlarge any screenshot.
Have more than one business?Pick one business at the top of the dashboard before you click Import. Products are always imported into a single business.
3

Choose your file

  1. 1 Download Template gives you a ready-made sheet, if you don't have one yet.
  2. 2 Click the box and choose your .xlsx, .xls or .csv file.
4

Match your columns

WiPOS lists every column in your file, with a few sample values, and guesses which field each one is. In this example the shop's own names (Item Code, Description, Qty…) were all recognised.

  1. 1 Check the Maps To column. If a guess is wrong, pick the right field from the list.
  2. 2 Columns WiPOS doesn't need (like Supplier here) are set to Ignore this column. They aren't imported.

Each field can only come from one column. Choosing a field that's already used moves it to the new column.

5

Fill in defaults for missing fields

Any field your file doesn't have appears under Defaults for unmapped fields. The value you enter is used for every row. Here the file had no Unit, Low Stock Alert or Backorder columns, so all products get pcs, a low-stock alert of 5, and no backorder.

Updating products you already have?Defaults overwrite them too. If your file has no Stock Balance column, the Stock Balance default (0) replaces the current stock of every existing product in the file. To keep existing stock, add a Stock Balance column and leave the cells blank for those products. A blank cell keeps the current stock.
6

Check the preview and import

  1. 1 The green line summarises the import: how many products are new and how many will update existing products with the same barcode.
  2. 2 The table shows the first 5 rows exactly as they'll be saved. Check that prices and stock are in the right columns.
  3. 3 Click Import Products.

If the same barcode appears on more than one row, only the last row is used. The summary tells you how many duplicates were found.

7

Done — check your products

The window closes and the product list reloads. In this example the shop had 8 products; the file added 6 new ones and updated Milo, so the total is now 14. Your WiPOS devices pick up the changes the next time they sync.

NextImports don't include photos. To add one, open the product and use Change Photo. See Edit or remove a product.

Good to know

i

Variants format

Put all of a product's variants in one cell, like this:

Name:UOM:Qty:Price;Name:UOM:Qty:Price

For example, Regular:cup:1:6.50;Large:cup:1:8.50 makes two variants, Regular at RM 6.50 and Large at RM 8.50. A product with variants uses the variant prices, so its Selling Price is ignored.

Careful when updatingIf your file has a Variants column, it replaces the variants of every product in the file. A blank Variants cell removes that product's existing variants. Leave the Variants column out entirely if you don't want to touch variants.
?

If something goes wrong

You seeWhat to do
Please select exactly one business before importing products.Pick a single business at the top of the dashboard, then click Import again.
No data rows found in file.Make sure the products are on the first sheet, with column names in row 1 and products from row 2.
Failed to parse file…The file couldn't be read. Open it in Excel and use Save As › Excel Workbook (.xlsx), then try again.
No column mapped to Barcode…Map your barcode / item code column in step 4. See the warning in step 1.
Import failed: …Some products may already have been saved. Check your connection and import the same file again — when the file has barcodes, rows already saved are just updated, not duplicated.

Still stuck? Email info@wipos.cc with your file attached and tell us which step you're on.