Importing products: updating existing items

A product import can be used to update products as well as create new ones. It's useful when a large number of products need to be updated at once - for example if moving categories, changing names, or updating account (nominal) codes.

Any of the standard import fields can be updated, except for Product ID.

Updating products using an import

  1. Go to Settings > Data/Import > Import products.
  2. Create a data map to read your file (learn more about creating data maps here).
  3. Ensure the first column of the file and data map is one of:
    Brightpearl Product ID
    SKU
    Barcode
    The first column in the file is a 'match column', meaning the values in that column will be used to match the row in the file to a product in Brightpearl.
  4. 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.

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

    Update product import

  6. 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.

    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.
  7. Make the following selections as required:

    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.
    To prevent new products being accidentally created, check this box.

    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).

    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: Checking this box means 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 the season(s) to assign to the products. Hold down the control key and select multiple seasons if required.

    Update products using import

  8. Click the Browse button and find the file to be imported.
  9. 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.

Video

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

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