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Importing Simple Products

Last updated 18/02/2021

Overview of importing simple products.

Overview


Importing products is a straightforward process but does involve a few steps to make sure your data is imported correctly.

It is important to note that having a clean and organized import spreadsheet will make life easier. If you have questions about the process or want additional help in reviewing your spreadsheet prior to importing, contact your Cin7 Onboarding specialist or Cin7 Support.

Some of the steps described below may not be applicable to you, especially if you have not entered data in one or more columns in your spreadsheet, but it's completely fine to continue through the process.

Finally, if you import your template incorrectly, don't panic! The import can easily be reversed, as explained at the bottom of this article.

Template


The Simple Product Template is a Microsoft Excel file containing all the fields for a simple product. The fields are explained in detail in the Product Import Reference Help article.

Preparing your Spreadsheet


There are a few important things you need to understand before creating your product spreadsheet. First, review the Creating a Product Help article as well as the Product Codes Help article. These provide an important overview of the product structure that Cin7 uses as well as recommendations and examples of how to code your products in a useful manner.

The format (column structure) of the spreadsheet template above is defined to match Cin7s product structure. The lighter blue (left side) columns are columns for data related to the product. The darker blue (right side) columns are related to product options. Given you may have multiple product options for one or more of your products, you will duplicate data in the light blue section to allow you to provide unique product-specific options in the dark dark blue area.  See the import template and "Leather Couch" for an example.

1 - Upload your data


First, upload your data into the system:

  1. From the left navigation, select Products.
  2. Select the Actions button and then Import Products.
  3. Choose between importing using a .csv file or copying and pasting data directly into the system.
  4. Select Next Step to continue through each step of the wizard.

2 - Matching Spreadsheet Columns to Cin7 Fields


On the left-hand side of this screen, you will see the headers from your import spreadsheet. On the right are the corresponding fields in Cin7.

The Sample Data column shows the content of the first row from your import spreadsheet.

If you used the Cin7-provided import spreadsheet, it will map all fields automatically. If the Cin7 field column is highlighted in red, a match hasn't been found. If you are using your own import spreadsheet, then find the matching columns from the drop-down lists to the right.

3 - Grouping Products


How you group your products is an important part of the import process; different methods of grouping will result in different products being created.

There are three options to choose from:

Group by Name - rows with the same product name will be treated as different options of the same product.

Group by Style Code - rows with the same Style Code will be treated as different options of the same product.

Group by Code - each new product code will create a new product.

Why the distinction? Some companies prefer to have each product option appear as a separate product. If that is the case for you, you would group by code. Some companies have multiple options grouped under one product. If that is the case for you, you would group by name or style code.

Still Confused or Hesitant to Import?

Import some test data to get a feel for how each option changes what is imported. Product imports can easily be deleted afterwards.

4 - Summary


In the next page, you are given a summary of what will happen if you continue with the import. You can see how many products, options and size options you will be importing.

If you need more detail as to what the import will do, you can select Download with Import Status Marked which will download a spreadsheet with each row, and an explanation of what will happen.

Importing or Updating?

If you only intend to import new products, there shouldn't be any updates in the summary. If there are, then it is best to double-check what is being updated by downloading the summary file as you may end up overwriting some data if you continue.

5 - Mapping or Creating New Product Variables


In the next step, you will need to create additional variables for things like preferred suppliers, brands, product types, etc. This step may or may not show as it depends entirely on your data.

You are given the option to create new variables, or if you've misspelled a brand or supplier, you can match to a preexisting variable in the system.

This means that you do not have to create all the product types before import; the import will create them for you.

6 - Summary


The next step tests the import for errors and provides a summary of progress so far. To finalize, select Import New Products.

7 - Creating Categories


Once all the products have been imported, there is one final step: Creating categories.

Where categories exist, they will be matched automatically.

If there are new categories in your spreadsheet, you will be given the option to either create a new category, or manually match to an existing one.

Deleting a Product Import


If you realize too late that you've made a mistake, imports can easily be deleted.

To do this:

  1. From the left navigation, select Products.
  2. Select the Actions button and then Import Products.
  3. In the top half of the screen is a list of your recent imports. Select Delete Products Imported to reverse an import.

If you have sold any of the products that existed within the import selected for deletion, you may not be able to delete those products.