Bulk Item Import

Bulk Item Import

Bulk importing items saves time when you need to add many items at once instead of creating them individually. This guide explains how to import items from Excel or CSV files into EquiBillBook.

Why Use Bulk Import?

• Time Saving: Add hundreds of items in minutes instead of hours
• Efficiency: Perfect for initial setup or migrating from another system
• Accuracy: Prepare data carefully in Excel before importing
• Consistency: Ensure uniform data format across all items

Preparing Your Import File

Before importing, prepare your Excel or CSV file with the following columns:

• Item Name: Required - Name of the item
• Item Code/SKU: Required - Unique item code
• Category: Item category
• Unit: Unit of measurement
• Selling Price: Default selling price
• Purchase Price: Cost price
• Tax Rate/Tax Group: Tax configuration
• HSN/SAC Code: Tax code
• Brand: Item brand
• Description: Item description
• Track Stock: Yes/No
• Opening Stock: Initial stock quantity

Downloading the Import Template

To ensure correct format:

1. Navigate to Items → Items List
2. Click "Import Items" or "Bulk Import"
3. Click "Download Template" to get the Excel template
4. Open the template and review column headers
5. Use this template to prepare your data

Filling the Template

When preparing your import file:

• Fill in all required fields (marked with asterisk or in red)
• Use exact values that match existing data (categories, units, brands)
• Ensure Item Codes are unique
• Follow date formats specified in the template
• Remove sample data before importing
• Save as Excel (.xlsx) or CSV (.csv) format

Accessing the Import Feature

To import items:

1. Navigate to Items → Items List
2. Click "Import Items" or "Bulk Import" button
3. You'll see the import interface

Step-by-Step Import Process

1. Select File: Click "Choose File" or "Browse"
2. Upload: Select your prepared Excel or CSV file
3. Map Columns: If needed, map your columns to system fields
4. Preview: Review a preview of items to be imported
5. Validate: System validates data and shows any errors
6. Fix Errors: Correct any validation errors shown
7. Import: Click "Import" or "Start Import"
8. Review Results: Check import summary (successful, failed, skipped)

Data Validation

The system validates:

• Required fields are present
• Item codes are unique
• Categories, units, brands exist in the system
• Price formats are correct
• HSN/SAC codes are in correct format

Fix any validation errors before importing.

Import Options

During import, you may configure:

• Update Existing: Update items if item code already exists
• Skip Existing: Skip items that already exist
• Create New Only: Only import new items
• Auto-create Categories: Create categories if they don't exist
• Auto-create Units: Create units if they don't exist

Handling Import Errors

If import fails or has errors:

• Review the error report provided
• Common errors:
  • Duplicate item codes
  • Invalid category/unit/brand names
  • Missing required fields
  • Invalid data formats
• Fix errors in your Excel file
• Re-import the corrected file

Import Results

After import completes:

• Success Count: Number of items successfully imported
• Failed Count: Number of items that failed
• Error Details: Specific errors for failed items
• Download Report: Download detailed import report

Best Practices

• Use Template: Always use the provided template
• Test First: Import a small batch first to test
• Backup Data: Backup existing data before large imports
• Verify Data: Double-check your Excel file before importing
• Consistent Format: Ensure consistent formatting across all rows
• Create Dependencies First: Create categories, units, brands before importing

Troubleshooting

File Not Uploading: Check file format (Excel or CSV), verify file size is under limit, and ensure file isn't corrupted.

Validation Errors: Review error messages, fix data in Excel, and ensure required fields are filled.

Import Partially Failed: Review error report, fix failed items in Excel, and re-import only failed items or correct and re-import entire file.

Related Topics

• Creating Items
• Item Export
• Item Categories
• Item Codes and SKUs