Bulk loading of products: Excel template, column mapping, check before recording

Bulk uploading products into Torgsoft via Excel is a process that requires careful attention at the file preparation and import configuration stages. Below is a detailed breakdown of how to correctly create a template, map columns, and verify data before the final write operation.

1. Excel template: how to prepare the file 

Torgsoft does not have a single rigid “template” that cannot be changed. You can use suppliers’ price lists, but the file must be brought to a certain standard:

• File format: save the document in .xls (Excel 97-2003) or .xlsx format.

• Table structure: avoid merged cells, since the program may not understand which column the information should be loaded into. Column names (the header row) must обязательно be highlighted — they will be needed for mapping.

• Data distribution: if the product name contains a description, product type, color, and material, and all of this is in one cell, they must be split into different cells (separate columns). This is necessary so that the program correctly imports the information into the corresponding fields of the product card for further filter operation.

• Text format for cells (critically important): all values, especially barcodes and article numbers, must have text format. Otherwise, Excel may trim leading zeros in a barcode or convert a number into scientific notation. How to quickly apply text format: Select all rows in Excel and apply the macro: For Each cell In Selection: cell.Value = "'" & cell.Value: Next:. It adds an apostrophe before the number, turning it into text.

• What data can be uploaded: barcode, article number, name, description, material, color, size, product type, manufacturer, quantity, purchase price (in the national currency or the supplier’s currency), retail/wholesale price, discount percentage, path to the photo.

2. Column mapping (the “Product” tab) 

After you have connected the file in “Import” mode (specified the file path and selected the sheet or range), you need to go to the “Product” tab. This is where data transfer takes place:

• Selecting matches: For each Torgsoft program field (for example, “Barcode”, “Article number”, “Product name”), you need to select from the list the name of the corresponding column from your Excel file. If some fields are missing in the file (for example, color or size), simply leave them empty — you will be able to fill them in manually later.

• Price calculation: If the file contains only the purchase price, you can specify the markup percentage directly in the import settings, and the program will calculate the retail price automatically. There are also “Round” switches here so that prices are automatically rounded to whole numbers.

• Parent node (Mass assignment of category/manufacturer): If your file does not contain the “Product type” or “Manufacturer” columns, but all products in the file belong to one category (for example, only “Shoes”) or to one supplier, you can specify them in the “Parent node of product type” and “Parent node of manufacturer” fields. All products from the file will be automatically assigned to them. Attention: this works only if the entire file contains the same type of product.

3. Checking before writing and Error diagnostics 

Before clicking the “Write” button in the import settings, pay attention to important checkboxes:

• Generate your own barcodes if missing: if the file does not contain barcodes, Torgsoft will automatically create them for new products.

• Update product parameters: if a product already exists in your database, but its description or price has changed in the file, the program will update the information in the product card.

Control after import: After posting the receipt document, the products immediately appear in stock, and the debt to the supplier is recorded. To verify that the product cards were filled in correctly, it is not necessary to wait for payments to be processed — this can be done immediately.

4. Control after import

Checking that the import actually took place (created a document)

After filling in all required fields in the “Goods receipt” window, click “Write”. If the import was successful, then instead of the text “Receipt invoice not loaded”, this same window will display the number of the created invoice and the date on which it was created.

Products: receiving into stock (posting goods to receipt)

Importing from Excel creates a receipt invoice with products, but then you need to directly post the goods into receipt (put them into stock). Torgsoft offers several ways to post goods into receipt depending on the situation: by scanning the product barcode; by generating a unique barcode in the program; by article number; or through loading using a data collection terminal).

Product classification (if some items are “without product type/manufacturer/season”)

If during import, for some products, the “Product type”, “Manufacturer”, or “Season” was not specified, they will remain unclassified. There is a special tool for bulk checking and correcting such products:

1. Go to Merchandising ➔ Error diagnostics.

2. Open the “Directory marking” tab.

3. Using the filters, select “Not marked” for the product type or manufacturer. The program will show all products that are “hanging” without a category.

4. Select the required products (you can do this in bulk), click “Change”, and choose the correct Product type or Manufacturer from the directory.

Програма обліку товару для інтернет-магазинів, крамниць, торгових точок, складів та виробництва