How to Import Inventory Items 

Overview

The easiest way to add new products and inventory items to Groovv POS is to import a CSV file, essentially a Microsoft Excel spreadsheet. With this, individual items can quickly be arranged by category, subcategory, and group, and also assigned details such as prices, costs, names, icons, discounts, and product codes.

How to…

  • From a desktop computer, login to your Groovv Admin Portal.
  • Click Items, then Library to access the Product Library page.
  • Click Import Library CSV. The page will show an Import pop-up screen and a link to download a sample Excel CSV file.

CSV5

  • Click Sample File. A file names ” Sample_Library_Retail.csv” will then download to your computer.
  • Locate the CSV file that you just saved and open it. This will be your template for adding inventory.

CSV1

TIP: As you work on the CSV file, be sure to Save the spreadsheet often. To Save, click the Save icon above Excel’s menu bar, or click File menu then Save. 

Before you can import anything, you need to add some information to the CSV spreadsheet. If you’re unfamiliar with Microsoft Excel, no worries—the following steps will guide you through the process.

First, note that the spreadsheet is basically a grid: it is made up of columns (lettered A, B, C, D, etc.), rows (1, 2, 3, 4, etc.) and individual cells where text is written.

  • The Category Column (A) required column. Text must be entered here for every item that you add.
  • Categories help you organize your product items. This of them like storage boxes for your items, and know that what you type in each cell here will be used to name the different item categories in your Groovv POS software.
  • You can name a category anything you want, but it helps to keep their names related to whatever items you plan to include in them. For example, if you sell cupcakes, pies, and cookies, you might want a category named “Desserts”.
  • Type a name for every category that you plan to use. If you forget one, don’t worry, you can always add it later
The Subcategory column (B) works the same way as the Category column. The difference is that a subcategory is nested within a category. Of categories are like storage boxes, subcategories are like smaller boxes set inside those boxes.

  • This is an optional column. You don’t need to add text to it.
  • I you do add text, keep the subcategory names related to whatever items you plan to include in them.
  • Also, make sure the text is located next the appropriate category cell ( to its left).
  • Type a name for every subcategory that you plan to use.
The Group column (C) is for dividing subcategories into even smaller groups of item. (A box within a box within a box.)

  • This is an optional column, and generally not needed except for merchants selling thousands of individual items.
  • Make sure that the text is located next the appropriate subcategory cell ( to its left).
  • Type a name for every group that you plan to use.
The Color column (D) assigns a color background to a category, subcategory, group, and all of their respective items.

  • This is an optional column.
  • Type a color for every category, subcategory, or group you plan use.
  • Feel free to reuse colors if you want.
  • Color options include the following:
    • Peach
    • Green
    • Blue
    • Purple
    • Red
    • Dark Pink
    • Orange
    • Brown
    • Yellow Orange
The Icon column (E) assigns a small image to a category, subcategory, or group. The image below shows several sample icons with their corresponding codes.

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  • This column is required.
  • For a list of all the available icons and codes, Click Here.
  • Enter the 4-character code of your choosing.
The Icon Type column (F) allows you to specify the type of the Icon that will be associated with the Category, Subcategory or Group for which it is entered.

  • This column is required.
  • For a list of all the available icon typed and codes, Click Here.
  • Enter the 6-digit code for the Icon Type of your choosing.
The Name column (G) is where you enter the name of the product or Item that you want to import. Names must have fewer than 55 characters including spaces.

  • This column is required.
  • Names can be whatever you want them to be, but please note that the names you type here will be visible on your customers’ order receipts.
  • Type a name for every item that you plan to sell.
The Price column (H) lets you set the price that your customers will be charged for an item.

  • This column is required. 
  • Enter a numeric price amount for every item that you named in column G.
The Cost to column (I) is for noting the cost of the items you are importing. The cost is not displayed to customer and is only used to provide you with an estimate of profitability.

  • This column is optional.
  • Enter a numeric cost amount for every item that you named in column G.
The IsDiscountable column (J) allows you to indicate whether discounts can be applied to the item or order.

  • The column is required.
  • To enable discounts on an item, enter the number “1” into this column. To disable discounts, enter the number “0”.
The IsGiftCard column (K) allows you to indicate that the relevant item itself is a gift card.

  • This column is required.
  • To indicate an item is a gift car, enter the number “1” into this column. To indicate that an item is not a gift card, enter the number “0”.
The Product Code column (L) is for entering Product Codes associated with the items you are importing.

  • This column is optional, but if you business uses a barcode scanner to add items to your orders, this is where you must enter the codes associated with each product you are selling.
  • For barcodes, look for the number underneath the bars. Be sure to include any zeroes.

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  • IMPORTANT: If some of your Product Code numbers begin with a zero digit, as seen in the example above, the cells may need to be reformatted. Click the “L” at the top of the Product Code column, then click the Format drop down menu and select Text. If this is not done, Excel may delete the 0 from the front of the Product Code.
  • Once you have successfully entered a Product Code an imported the changes, whenever you scan a product, Groovv will add the relevant item to the order.
  • If you are not using a barcode scanner, the product codes could be whatever you want them to be. Typically these codes are used to keep track of stock, but you are welcome to leave this column blank.
The Manufacturer column (M) allows you to enter the manufacturer associated with an item. What you enter here will not be displayed to customers. It is for your records only.

  • This column is optional.
  • To note a manufacturer, enter text onto the relevant cells.
The Model column (N) is for entering an item’s model information. Similar to the manufacturer column, what you enter here will not be displayed to customers.

  • This column is optional.
  • To note an item’s model information, enter text into the relevant cells.

When you’re finished making changes to the CSV spreadsheet, click Save.

Once you’ve updated and saved the CSV spreadsheet, it’s time to import it into Groovv POS.

  • From a desktop computer, login to your Groovv Admin Portal.
  • Click Items, then Library to access the Product Library page.
  • At the bottom of the page, click Import Library.
  • On pop-up window, click Choose File and locate the CSV file that you want to import.
  • Click Import.
  • A message will appear: “Your task has been submitted“, and Groovv POS will now upload your inventory details.
  • Wait until the upload is complete, or click Done to close this message.

Note: If the file your are importing is relatively large and taking longer than one minute to upload, the pop-up will change and tell you that the process is taking longer than expected. This is normal.

  • Click Continue Waiting to wait for the import  process to be complete on this screen, OR
  • Click Check Back Later to dismiss the pop-up and continue using the Portal. You can check the progress of the import on the Tasks Page at any time.

If you want to export all your inventory item and settings from Groovv POS into a spreadsheet form, the following steps will show you how.

  • From a desktop computer, login to your Groovv Admin Portal.
  • Click Items, then Library to access the Product Library page.
  • Locate the Export links at the bottom of the page.
  • Click Export Active Records. This will export and download the CSV file containing your active Items. Click on Export Inactive Records to export and download a CSV file containing your inactive Items.

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