Import Inventory

Estimated reading time: 3 min

If you have a large volume of inventory items, but don’t have the time to enter them into your system one-by-one, you can instead import a .csv file directly into your Checkfront account.

This is a spreadsheet similar to those you may have used for accounting purposes in the past, or maybe still do. You can create a .csv file using Microsoft Excel on a PC, or Numbers if you are on a Mac. There are other programs you can use to create these files too, but these are the main ones you are probably already using.

Preparing Your Spreadsheet for Import

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Preparing your data for import is easy. You don’t need to worry about your information importing into the wrong database fields, as there is a built-in mapping feature which we’ll look at in a moment.

Create a column in your spreadsheet for each field of data that needs to be entered in the Checkfront database. These columns will be labeled Name, SKU, Price… and things like that. You can label the columns however you wish, just make sure it’s clear to you what each column of data contains, as you’ll need to know this during the mapping process.

The spreadsheet should also include columns for any custom parameters you have created. Here’s an example of what your final spreadsheet might look like when ready for import.

Inventory Import Spreadsheet

Importing Your Data to Checkfront

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After you’ve saved your spreadsheet as a .csv file, go to Inventory > Import in your main menu. From here, you will see a file input field for selecting the spreadsheet you have just created on your computer.

Locate the file and click import.

Inventory Import

Field Mapping

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On the next screen, you will see an empty table with the Checkfront data fields as the column headers (A). In the sidebar on the left, you will see a list of the same fields, each with a drop-down box next to it (B). These drop-down boxes contain a list of the field names you used to create the column headers in your spreadsheet. It’s now just a simple case of going down the list of fields and selecting the matching one from your spreadsheet (C).

Inventory Import Table

When you have done this, click on the blue Import button at the top of the page.


Import Blue Button


You should see a pop-up asking you to confirm the import. If you’re having doubts about what you just did, click on the No, I need to fix something! button. Otherwise, if you’re brimming with confidence, click Import Now.


Import Are You Sure


Assuming everything went according to plan, you should now see a confirmation of your latest success:


Import Success


At this point, you can hurry over to view your imports at Inventory > Items, but before you do, let’s have a quick look at some of the other options available to you from the import screen.


During the import process, the system creates restore points for your inventory. All imports are timestamped, so you can click on the Restore button to select a point where you’d like to return your inventory to.


Restore Button


The restore button can be found at the top of the page, next to the import button we used earlier. Click on it to begin the restoration button.


Import Restore


When a backup is selected, your inventory will be returned to its state prior to that time. Select your backup from the drop-down list of timestamps.


Inventory Import Backups


After confirming the restore, you will see a success message at the top of your updated inventory list:

Restore Success


The final option available to you on the inventory import screen, is the delete button.


This will delete ALL your inventory items and not just those that have recently been imported. You should use the restore facility above, if you wish to return to your pre-import state.


The delete button can be located at the top of the page, next to the import and restore buttons we looked at earlier.


Delete Button


To begin the process of deleting your items, click on this button.


Import Delete All


You should use the delete option to completely reset your database of inventory. An example of when you might do this is at the end of your free trial when you no longer require your test items.

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