Importing Products

The product import allows product records to be created or amended using Excel spreadsheets.

Create products using an import

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 and top-level categories which don't already exist

How to create a data map for importing products

  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.
  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.
  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 exsit to be added onto data maps. Note that option values can be created as part of the import.
  10. Click  Save  to add the data map.

How to import products

  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 - set this to yes to make products stock tracked.
    - Name - this is the item name. It should be the same when creating variants.
    - Brand - every product requires a brand. If this doesn't exist in Brightpearl already it can be created as part of the import.
    - Category - every product requires a category. If it 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.
  4. Once the data map is saved, click the Import link next to it.

Import products

  1. The data map is displayed on the left-hand side of the import screen. Ensure the import file has the same columns in the same order. The first column will be used to match the products.
    If& the data map needs editing, click the  Edit this data map  link in the top right-hand corner.
  2. Make the following selections:
  • Import values
    Leave this unchecked to begin with and test everything is fine with the file.
  • Email me a report
    Check this box and a report of what happens with the import will be emailed to you.
  • Skip items not found using match column A
    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 they will be 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 this box can be checked to create them. 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)
    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)
    This can be checked to create new categories where they don't yet exist in Brightpearl. 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 unsure this is unchecked.
  • Select seasons to add
    If you are using seasons select to which season the products should be added. Hold down the control key and select multiple seasons if required.

import products screen

  1. Click the Browse button and find the file to be imported.
  2. 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.

Update products using an import

The product import can also be used for updating existing product records. This can be useful for updating the following:

  • Account (nominal) codes per product
  • Tax settings / rates
  • Prices (note that the price list import must be used where price breaks are required)
  • Adding products to a collection
  • Adding or moving products between categories
  • Updating custom fields (w hen importing data for Yes/No custom field types; enter the digit 1 in your file to represent Yes or the digit 0 to represent No)
  • Assigning vendors (suppliers) to products
  • Adding or updating codes such as SKU, ISBN. EAN. UPC or barcodes
  • Adding or updating product measurements such as weight, height, width or length

How to update products using an import

  1. Go to  Settings > Data/Import > Import products .
  2. Create a data map to read your file.
  3. Ensure the first column of the file and data map one of either Brightpearl Product ID, SKU, or Barcode - Any of these can be used as the "hook" for matching the product in Brightpearl to the detail in the file.
  4. Ensure the file and data map also contain the detail to be updated.
  5. Ensure the data map fields are in the same order as in the columns in the file.
  6. Once the data map is saved, click the Import link next to it.

Update product import

  1. The data map is displayed on the left-hand side of the import screen. Ensure the import file has the same columns in the same order. The first column will be used to match the products.
    If the data map needs editing, click the Edit this data map link in the top right-hand corner.
  2. Make the following selections as required:
  • Import values
    Leave this unchecked to begin with and test everything is fine with the file.
  • Email me a report
    Check this box and a report of what happens with the import will be emailed to you.
  • Skip items not found using match column A
    Check this box if items in the file should be skipped if they can't be matched with an existing product in Brightpearl.
  • Create missing option values (displayed only when option fields are included)
    If the import file contains new option values for variants they will be 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 this box can be checked to create them. 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 move a product from its existing category or categories to only the category in the file, or whether to add it to that category as well as any others it may already be in.
  • Create missing categories  (displayed only when "category" field is included)
    This can be checked to create new categories where they don't yet exist in Brightpearl. 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
    If this is checked then it means that the required product fields no longer need to be included on the import file (name, brand, category). It's also a useful back-up to ensure no new products are created by mistake if you know that all items in the file should already exist.
  • Select seasons to add
    If you are using seasons select to which season the products should be added. Hold down the control key and select multiple seasons if required.

Update products using import ?

  1. Click the Browse button and find the file to be imported.
  2. 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.

Products or Inventory?

Products are records of items that you buy and sell. Inventory represents quantities of those items in stock.

Inventory can only be added against a product.

If you want to import or update inventory levels against your products you will need the "Update inventory by CSV" import.

How to update inventory levels by CSV (importing)

Inventory levels in Brightpearl can be updating in bulk by importing a CSV file.

Where a product is connected to a sales channel, those inventory levels will be updated on the sales channel where the inventory level has changed.

Follow these steps to update inventory levels by CSV:

  1. Create your file ready for import. This can be done by first exporting a list of your products and removing unwanted columns. Export your products from Products > List products .
    Howto Update inventory by CSV 1
  2. The import file must be a CSV file, and contain only, and all of, the following columns:
    Howto Update inventory by CSV 2
  3. Save the file as a CSV type file.
  4. Now import the file at Products > Update inventory by CSV . Make the following selections:
    Product ID :
    This is the Brightpearl product number assigned by Brightpearl when a product is created. It is displayed in an exported file of products and can be used to match items during an update.
    SKU :
    This is the Brightpearl product SKU. It can be used to match items during an update instead of using the Product ID. If it is blank it cannot be used for updating. SKUs can only be updated using the Product Import, not the inventory level import.
    - Quantity :
    The import can be used to adjust the current inventory level by this quantity (increase or decrease by this quantity) or to set it to the quantity in this field.
    Location :
    If warehouse locations is activated you will need to specify into which location the items are being added or from which to be removed. If it is not activated leave the fields blank.
    Item cost price :
    When increasing or decreasing inventory levels accounting entries are made to adjust inventory asset values. The accounting entries are made using the cost price of the product set here or from the 
    Match product by :
    SKU or Brightpearl ID. Both these columns are included in your file. If you don't have SKUs use the product ID.
    Quantity :
    Specify whether the file contains the actual quantity in stock, or a figure by which the existing inventory level should be changed by (e.g. 1, or -1, to increase or decrease by 1).
    Warehouse :
    Select the warehouse your are adjusting the inventory level in.
    Use cost price from :
    A cost price is required for making the accounting entries for each stock correction. The price can be taken from a price list or from the file.
  5. Browse for and select the CSV file to import.
  6. Click the Update inventory button to update the inventory levels. This cannot be reversed.

FAQs

I keep getting an error message saying, "Stock correction failed. Not enough on hand availability of product at specified location to perform stock correction". What do I need to do?

It is not possible to reduce your on hand stock quantity to below zero. Although your "in stock" quantity may be remain above zero if you were to reduce it, some of the stock may be allocated to sales orders and therefore your on hand level is less and would fall below zero. Take the following example:

In stock = 10

Allocated to sales orders = 9

On hand = 1

Import attempts to reduce by 5 and fails with the error.

You will need to un-allocate your stock before reattempting the import.

Importing variants

It is not only possible to create product variants using the import, but the options and option values can also be edited on existing product groups should they need swapping.

When importing variants it is important that each product is given:

  • The exact same item name
  • A unique SKU
  • A unique combination of product values

A product group can have a maximum of 4 different dimensions (e.g. color = 1 dimension). If more dimensions are required they will need to be added into the product name, this will create multiple product groups, for example:

  • "Womens running top" in different sizes, fit, material and color
  • "Mens running top" in different size, fit, material and color

Product type

The "Default" product type is assigned to all imported products. If multiple product types are being used then batch processing can be used to assign the correct product type once the products have been imported. To do this the products will need to be easily filterable by the required product type - the best way to achieve this is by using a custom field.

How to import variant products

  1. Ensure each variant is listed on a separate row in the import file and that they have exactly the same name.
  2. Ensure the import file contains a column for each different option being assigned to the variants (e.g. Color, Size, Length).
  3. Ensure that each option exists in Brightpearl at Setup > Products/Inventory > Options . The spelling must be exactly the same. Note that the option values (e.g. red, yellow, blue, or small, medium, large) do not have to already exist in Brightpearl, they can be created during the import.
  4. Ensure that each product in the import file has a different combination of option values assigned in the "Option" columns - it is not possible to assign the same option values to more than one item in the group, i.e. there can be only one "t-shirt - small, red".

Import variants

  1. Go to  Setup > Data/Import > Import products .
  2. Create a data map to read your file. When creating new products the following fields are required:
    - SKU
    - Name
    - Brand
    - Category
  3. Ensure the data map fields are in the same order as in the columns in the file.
  4. Once the data map is saved, click the Import link next to it.

Import products

  1. The data map is displayed on the left-hand side of the import screen. Ensure the import file has the same columns in the same order. The first column will be used to match the products.
    If the data map needs editing, click the  Edit this data map  link in the top right-hand corner.
  2. Make the following selections:
  • Import values
    Leave this unchecked to begin with and test everything is fine with the file.
  • Email me a report
    Check this box and a report of what happens with the import will be emailed to you.
  • Skip items not found using match column A
    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 they will be 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 this box can be checked to create them. 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)
    When importing new products they will always be added to the category, since there is nothing to move. reate missing categories  (displayed only when "category" field is included)
    This can be checked to create new categories where they don't yet exist in Brightpearl. 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 unsure this is unchecked.
  • Select seasons to add
    If you are using seasons select to which season the products should be added. Hold down the control key and select multiple seasons if required.

import products screen

  1. Click the Browse button and find the file to be imported.
  2. 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.

Importing bundles

Bundles can be imported from a spreadsheet using products which already exist or products which are created as part of the same import (the components of the bundle must be listed above the bundle in the import file).

How to import bundles

  1. Ensure that the bundle has its own row in the import file with its own unique SKU.
  2. Ensure that the bundle components are either:
    - Existing products in Brightpearl with unique SKUs
    - Included in the import file to be created with unique SKUs AND listed before the bundle row
  3. Ensure the import file includes the "Bundle SKUs" column. On the bundle row ONLY, enter the component SKUs and quantities in this column as SKU:qty,SKU:qty.

Import bundles

  1. Go to  Setup > Data/Import > Import products .
  2. Create a data map to read your file. When creating new products the following fields are required:
    - SKU
    - Name
    - Brand
    ​- Category
  3. Ensure the data map fields are in the same order as in the columns in the file.
  4. Once the data map is saved, click the Import link next to it.

Import products

  1. The data map is displayed on the left-hand side of the import screen. Ensure the import file has the same columns in the same order. The first column will be used to match the products.
    If the data map needs editing, click the  Edit this data map  link in the top right-hand corner.
  2. Make the following selections:
  • Import values
    Leave this unchecked to begin with and test everything is fine with the file.
  • Email me a report
    Check this box and a report of what happens with the import will be emailed to you.
  • Skip items not found using match column A
    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 they will be 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 this box can be checked to create them. 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)
    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)
    This can be checked to create new categories where they don't yet exist in Brightpearl. 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 unsure this is unchecked.
  • Select seasons to add
    If you are using seasons select to which season the products should be added. Hold down the control key and select multiple seasons if required.

import products screen

  1. Click the Browse button and find the file to be imported.
  2. 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

On attempting the import you will be presented with a red error message box if there any problems with the data 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?
    In your data map listing click the Edit link to make any changes or you can move the columns around in your Excel file. 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.

Product import field references

The table below explains each of the fields that can be imported and how they should be used:

Field Description Required
SKU Each product should be assigned a unique SKU. These are particularly important when integrating with sales channels, but also for searching for products, importing inventory or updating products via an import.
0-9
a-z (abcdefghijklmnopqrstuvwxyz)
A-Z (same as above but capitals)
" " Space
"-" Hyphen
"/" Forward slash
"_" Underscore
Recommended
Name Enter the product name in this column. Ensure that variants are given the exact same name - option columns must be used to assign the distinguishing details such as color or size. Yes
Brand Every product must be assigned a brand. The import will fail if no existing brand can be matched, however, it is possible to create new brands as part of the product import. Yes
Category Every product must be assigned to at least one category. The import will fail if no existing category can be matched, however, it is possible to create new top-level categories as part of the product import. Note that these categories can be manually moved after the import if it should be a sub-category of another. Yes
Manage stock Enter "Yes" in the spreadsheet to set the product as stock tracked, or "No" to set the product as non-stock tracked.
If this column is not included your products will automatically be set to non-stock tracked.
If this column is included but left blank the products will be set as non-stock tracked.
If products are created with the incorrect status, they can be changed in batch from the product list. Products with inventory cannot be set to non-stock tracked.
Recommended
Product status Set the product to Live or Archived. If this field is not included the product will be set to Live.  
Long description This will populate the long description on the product record. It is populated most effectively by importing the text written within html tags.  
Short description

This will populate the long description on the product record. It is popluated most effectively by importing the text written within html tags.

 
Weight These fields are used to assign measurements to products.  The unit settings for these fields can be set via Settings > Products/Inventory > Inventory settings.  
Height  
Width  
Length  
Barcode This field will save the product barcode.   
Collection Enter the name of the collection the product belongs to. The collection must have already been created in Brightpearl.  
Tax class (Not applicable in the US) Enter the product tax code, e.g. T20 or T2.  
Taxable item (US only) Specify whether the product is taxable or not by entering "Yes" or "No".  
Sell code Enter the sales account (nominal) code, e.g. 4000.  
Buy code Enter the purchase account (nominal) code, e.g. 5000.  
Stock code Enter the stock account (nominal) code, e.g. 1001 (used when cost of sales accounting is on).  
Supplier Assign a vendor (supplier) to the product - one per import. Importing with a different name will not remove previously assigned vendors (suppliers).  
Aisle These four fields are used to assign a default warehouse location to products. The locations must already exist in order to be assigned - they cannot be created by the import. Where standard warehouse locations is activated the inventory will be automatically moved by importing this information.  
Bay  
Shelf  
Bin  
Reorder level Define the minimum inventory level for products. If inventory falls below the quantity defined then the item will be listed on the low inventory report.  
Reorder qty If items must be purchased from vendors (suppliers) in batches, use this field to record the quantity.  
Bundle SKUs This column is used to create the item as a bundle of other products. A bundle product requires its own row on the import file with the SKUs of the items (or components) within the bundle listed in this field. The component SKUs will need to either already exist in Brightpearl or be listed (and therefore created) before the bundle line in the import file. Component SKUs must be listed in this field as "SKU : quantity to be bundled," e.g SKU001:2,SKU002:1,SKU003:1. Note: If no quantities are entered, a value of 1 is assumed
Reporting season A product can belong to multiple categories and seasons within Brightpearl. These fields allow you to choose a single category that you always use for reporting on the product.  
Reporting category  
Reporting subcategory  
Primary vendor/supplier Sets the primary vendor/supplier against your product records. Assigning a primary supplier/vendor to a product will also adopt them as a regular supplier.  
UPC Include these fields to record UPC, EAN and ISBN codes.  
EAN  
ISBN  
price_list_* Include price list fields to add the price for a product. Price list fields are always titled "Price (CODE)" where "code" is the price list code. Prices should always be entered at net (excluding tax). Remember to import using 4 dp if your products need it! Note that price breaks can only be imported through the price list import.  
Color Options such as "color" or "size" will each need to be added in order to assign the option values to product variants.  
PCF_*

Any existing custom fields can be added to a data map. When including custom fields they will always be titled "PCF_EXAMPLE".

When importing data for Yes/No custom field types; enter the digit 1 in your file to represent Yes or the digit 0 to represent No.

 
 
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2 Comments

  • -1
    Avatar
    Mike Kitchen

    Only 3 lines of my long description are importing, is there a max length ? 

    Thanks Mike 

  • 0
    Avatar
    Dan Abenhaim

    Hi

    Can we import product for an Wharehouse to warehouse transfer

    Typing one by one is very time consuming

     

     

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