This guide will guide you through how to bulk import a list of products for your site. The bulk import function is useful when importing a large amount of products at once.
Bulk import can be done via a desktop PC, Mac Desktop or Laptop. iPads and Tablets usually cannot be used to Bulk Import as they only have basic functionality. The user will also require a program such as Microsoft Excel or Numbers (for MAC users). Any program that is able to open & edit file types ending in .csv can be used.
First get the IMPORT TEMPLATE. Go to Products then tap The Cloud icon then tap Export Products
The Export option will including any existing products you have and will give you a good idea on how the import works.
To import after applying changes go to Products then tap The Cloud icon then follow the steps.
You will now have the CSV downloaded. Below are the columns and fields that will be available in the CSV for you to fill out. Please have a read below of the columns that will appear and what needs to be filled out in order for the product import to work successfully.
Before we begin please note the below:
If you have the Use tax exclusive prices NO setting in back office, company settings, details, you will get the following columns in your export
- ProductID, ProductNo, ProductName, Barcode, SellPriceIncTax, SellTaxCode, CostPriceIncTax, CostTaxCode, IsModifier, PrintDocket ,Tags ,CategoryNames ,SellAccount ,BuyAccount ,InventoryAccount ,ImageUrl
If you are using the tax exclusion price YES, you will get the following columns in your export.
- ProductID, ProductNo, ProductName Barcode, SellPriceExTax, SellTaxCode, CostPriceExTax, CostTaxCode, IsModifier, PrintDocket ,Tags ,CategoryNames ,SellAccount ,BuyAccount ,InventoryAccount,ImageUrl
Note: The fields in Bold are the differences between the 2 exports you will receive
Make sure you have added the correct pricing based on your selection.
Pro tip: As an example, 'Use tax exclusive prices NO' is used in Australia, 'Use tax exclusive prices YES' is used in The United States of America.
Description of Field Names
Required fields are marked with a *
Below is a description of the information that is required in each field. The fields with the * next to their names are fields that must be filled out for the import to work. If these fields are left blank the import will give you an error message.
If this is blank, this row will be created as a NEW product, if the ID field has a number in it, the corresponding row will update this product. Be sure not to mix these around by sorting in your sheet!
This can be left blank to no ill effect and at this stage isn't used within Kounta itself.
This is the description that you see on your item tiles on the Point of Sale, it is also what will show on the customer's receipt and production dockets and the Kounta Bump ScreenYour staff can search for this description using the search feature on the Kounta POS Sales Screen.
All product names need to be different.
Used in conjunction with a barcode scanner or the search function. This number must be unique for each product.
- SellPriceIncTax / SellPriceExTax*
A company-wide SELLING price. You can sell this product at different prices using features like Option sets, Price lists and variants but you will need to choose a starting price in this field first.
The CODE of the tax that is applicable to selling this product (Check this under Company > Taxes). By default, you can enter either GST or FRE in Australia or FRE only if anywhere else in the world. We recommend adding any additional taxes before performing your import.
- CostPriceIncTax / CostPriceExTax*
A company-wide BUYING price used for purchase ordering and COGS reporting.
The CODE of the tax that is applicable to buying this product (Check this under Company > Taxes). By default, you can enter either GST or FRE in Australia or FRE only if anywhere else in the world. We recommend adding any additional taxes before performing your import.
Adding a 1 in this column will turn on the ability for this product to print a production docket
Adding a 0 in this column will turn off the ability for this product to print a production docket
Please note: You still need to set up production printing for products to print production dockets. This does not affect what ends up on the tax receipt as all products (other than free modifiers) appear on the tax receipt.
A new feature that assists your search function, in the Retail example we have used keywords such as the colour, or season of an item. You can tag an item as many times as you want, simply separate each tag with a comma in the import.
Categories group product tiles on the Kounta Point of Sale and are listed down the left-hand side of the Point of Sale (as seen in the image above). They also are used for general reporting in Back Office.
If you plan to sell a product it will need to have a category as products without a category don't appear on the Point of Sale. You can also include multiple categories by separating them with commas. (eg. Food, Entre, Sides)
Type 0 if you do not sell this item - useful for stock items, otherwise type a number that corresponds to this products relevant income account in your Accounting platform chart of accounts. This can be left blank to no ill effect. (Note: This does not operate on the new 'Beta' accounting integrations)
Please leave this blank, or enter a '0' if you want 'I buy this item' set to No.
Type 0 if you don't want to stocktake this item.
Otherwise please leave blank.
This is used for adding multiple images to products that will show up on your POS Sales Screen. You can copy an images URL from websites to link their image's to your products. Do note that if the URL of the image changes, this will result in the link being broken.
The link http://www.kounta.com/wp-content/uploads/2013/10/mediakit_logo.jpg would apply a Kounta Logo image to a product.
If you would like images to appear on the Commbank Albert you will need to import them manually as only images imported directly into Kounta show on the Albert.
Saving your CSV
If you are using an application such as Excel for Mac to edit the .csv file. When saving the file, select the Format as Windows Comma Separated (.csv). This will ensure the .csv file can be imported into Kounta successfully.
If your import fails, please send it in an email to firstname.lastname@example.org outlining the errors you encountered.