Importing products: creating new items

The import process allows products to be created or amended using Excel spreadsheets. It is possible to create:

  • Stock tracked and non-stock tracked products
  • Product variants with up to 4 dimensions - creating new option values where required (e.g. red, blue, green)
  • Bundles
  • Product brands, collections, options and top-level categories which don't already exist

First, you'll need to create a data map where the columns match your Excel spreadsheet. Then, import the file selecting from various options.

Creating a data map

  1. Go to Settings > Data / Import > Import Products.
  2. Click the Add a new data map button.
  3. Enter a name for the data map.
  4. The available fields that can be imported are listed in the right-hand column. Click the + icon on any field to add it to the data map, or click and drag the field across.
  5. All items included on the data map are listed on the left-hand side of the pop-up window. Ensure they are listed in the same order as the columns in the spreadsheet by dragging them into position.
    Add product data map
  6. Remove unrequired fields by clicking the - icon, or by dragging them back to the right-hand column.
  7. Price lists must already exist to be added onto data maps. They will be shown as "Price (PRICELISTCODE)".
  8. Existing product custom fields can be added to data maps, and will always display as "PCF_CUSTOMFIELDCODE".
  9. Product options (e.g. color, size) are used for importing variants and must already exist to be added to a data map. Note that option values can be created as part of the import.
  10. Click Save to add the data map.

Creating products using an import

  1. Go to Settings > Data / Import > Import products.
  2. Create a data map to read your file. When creating new products the following fields are required:

    SKU: Every product in Brightpearl needs a unique SKU.
    Product SKUs should match across all your systems and sales channels.

    Manage stock: This determines whether the product is stock tracked or non-stock tracked.
    Set this to 'Yes' to make products stock tracked, and to 'No' to make them non-stock tracked.

    Name: This is the item name. Ensure that all variants in the same product group have identical names.

    Brand: Every product requires a brand. If the product's brand doesn't exist in Brightpearl already, it can be created as part of the import.

    Category: Every product requires a category. If the product's (top-level) category doesn't exist in Brightpearl already, it can be created as part of the import.

  3. Ensure the data map fields are in the same order as in the columns in the file.
    Tip: you can click 'Export sample' to export a blank copy of the data map.

  4. Once the data map is saved, click the Import link in the same row.

    Import products

  5. The data map columns are displayed on the left-hand side of the import screen. Ensure the import file has the same columns in the same order.

    Note: The first column will be used to check the products in the file against existing Brightpearl products.

    If the data map needs editing, click the Edit this data map link in the top right-hand corner.
  6. Make the following selections:

    Import values: This determines whether the contents of the file will actually be imported or not. It's a good idea to leave this unchecked to begin with to test everything is fine with the file.

    Email me a report: Check this box to receive an email containing a report of what happens with the import.

    Skip items not found using match column A: This determines what to do if the system cannot match a row in the file to a product in Brightpearl.
    When creating new products, ensure this is unchecked. 

    Create missing option values (displayed only when option fields are included): If the import file contains new option values for variants, check this box to ensure they are created as part of the import.

    Create missing brands (displayed only when "brand" field is included): If the import file contains brand names which are new then check this box to ensure they're created as part of the import.
    If all brands should already exist in Brightpearl, leave it unchecked. Beware that the import will fail if there are brands in the file which are not in Brightpearl. This may indicate misspelt brands in the file.

    Category mode (displayed only when "category" field is included): Choose whether to add the imported products to a category (thus having multiple categories), or move the products to a category (removing all previous categories).
    When importing new products they will always be added to the category, since there is nothing to move.

    Create missing categories (displayed only when "category" field is included): If the import file contains categories which are not in Brightpearl, check this box to ensure they're created as part of the import.
    Alternatively, leave it unchecked to prevent new categories from being created. Beware that the import will fail if there are categories in the file which are not in Brightpearl. This may indicate misspelt categories in the file.

    Update only; don't create any new products: When creating new products, ensure this is unchecked.

    Select seasons to add: If you are using seasons, select the season(s) to assign to the products. Hold down the control key and select multiple seasons if required.

    import products screen

  7. Click the Browse button and find the file to be imported.
  8. Click the Upload XLS file button to attempt the import. Messages will be displayed at the top of the screen to report what has happened.

Dealing with import errors

If there are any problems with the data file, you will be presented with a red error message box after clicking 'Upload XLS file'. The errors should give you some indication of what problems were encountered so that they can be corrected and you can reattempt the import. Check through the following common issues:

  1. Are there any cells below your data that contain spaces?

    If for some reason cells in the rows below your data think they have data in Brightpearl will try to read and import it. Highlight a number of rows below your data and delete it just to make sure.

  2. Do the column headings match (order and name) to your data map?

    Rearrange the columns in the data map by clicking the 'Edit' link on the list of data maps, or edit your Excel file directly. You can export a sample of your data map to check the column names.

  3. Is your spreadsheet saved as the correct file type?

    It must be saved as an XLS file, which is Excel 97-2003.

Video

See the video below for a walkthrough on how to create new products using a product import:

 

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