Import of products and inventory results: Excel, CSV and data collection terminals

Bulk data import is used in two different situations: when you need to record goods from a supplier price list or transfer opening stock balances, and when you need to transfer the results of the actual count to an open inventory statement. Business owners most often ask why an arbitrary Excel file cannot be loaded into an inventory statement, how to configure CSV or TXT for a data collection terminal, what to do with damaged barcodes and incorrect characters, whether products can be counted using several devices, and how to avoid duplicates when importing the product catalog.

Which import mode to choose

Inventory does not replace goods receipt. Opening stock balances must be recorded using a goods receipt document. Loading them into an inventory statement as the result of a physical count is incorrect: this mixes entering products into inventory records with adjusting existing recorded stock balances.

Why an arbitrary Excel file cannot be loaded into an inventory statement

The data collection terminal mode does not include a column-matching wizard. Torgsoft reads the file according to rules specified in advance in the data collection terminal profile:

• the order and number of columns;

• the data type in each column;

• the delimiter character;

• the decimal separator;

• whether a header is present;

• the barcode and quantity format;

• the file name and format used by the specific device or application.

Therefore, the .csv or .txt extension alone does not make a file suitable for import. For example, if the profile expects the columns «Product Name; Barcode; Quantity», a file with the order «Barcode; Quantity; Price» will be read incorrectly, even if it opens correctly in Excel.

A regular table can be prepared manually and saved as CSV or TXT only if its structure fully matches the current data collection terminal profile. Before bulk loading, test the file using several products in a test inventory statement.

How to configure a data collection terminal profile

Create the profile in Settings → Data Collection Terminal → Data Collection Terminal.

Specify the following:

1. Profile name.

2. Column delimiter.

3. Product database file name.

4. Field order for exporting the product database to the device.

5. Field order for importing results from the device.

6. The «Import file has column headers» option if the first row does not contain product data.

The number and order of fields on the Import Documents tab must match the data actually transmitted by the terminal. If the file contains three columns but the profile describes four, the data will be shifted or will not be loaded.

The profile only needs to be configured once. After that, select it in the open statement through Work with Data Collection Terminal → Settings.

How inventory is performed using a data collection terminal or smartphone

1. Create a statement

Create an inventory statement, add the required products, and open it. Before scanning, check the accounting center, warehouse, list of products, and sales blocking mode.

2. Transfer the product database to the device

In the open statement, select Work with Data Collection Terminal → Load Product Database to Terminal. Torgsoft will create a file according to the profile of the selected device.

This step is necessary so that the terminal or application knows which barcodes belong to the products in the statement. If one product has several barcodes, separate rows for each barcode may be included in the file.

3. Perform the physical count

The employee scans barcodes and specifies the actual quantity. Depending on the device, the quantity can be:

• increased by one after each scan;

• entered manually after scanning the barcode once;

• recorded in separate files for different warehouse zones.

4. Create the results file

After the count is completed, the device or application creates a CSV or TXT file in the structure specified by its profile. The file must be transferred to the computer where Torgsoft is running.

5. Load the results into the statement

Open the required statement and select Work with Data Collection Terminal → Receive Information from Terminal. After selecting the file, Torgsoft will fill the «Quantity in Stock» column with the data received from the device.

Before closing the statement, check:

• whether all rows were loaded;

• whether there are any zero or disproportionately large quantities;

• whether all barcodes were recognized;

• whether any products remain uncounted;

• whether the file total matches the total on the device.

Inventory with the «Inventory and Warehouse» app

For this scenario, the current instructions use a CSV file.

Configure the following in the Torgsoft profile:

• the name «Inventory and Warehouse»;

• the ; delimiter;

• the product database file InventoryGoods.csv;

• for export: product name, barcode, and quantity;

• for import: product name, barcode, and quantity;

• the «Import file has column headers» option.

In the application, select CSV as the import and export format. After loading InventoryGoods.csv, the products from the statement will appear in the application. The employee then creates an inventory, enables scanning, and selects the mode that increases the quantity by one.

After the count is completed, the application creates an inventory file. Transfer it to the computer and load it into the corresponding statement through Receive Information from Terminal.

Detailed instructions for inventory using «Inventory and Warehouse»

Can one inventory be performed using several devices

Several employees can count different warehouse zones in parallel, but the work must be organized so that the same products do not appear in several files without control.

Recommended procedure:

1. Divide the store or warehouse into zones.

2. Assign each zone to a separate device.

3. Do not allow products to overlap between zones, or determine in advance how duplicates will be combined.

4. Save files from each device under separate names.

5. Load them into the statement one by one.

6. After each import, check the actual quantity and operation log.

Before a large stocktake, test the import using two small files containing the same barcode. Duplicate handling must correspond to the settings of the specific profile and format: do not rely on automatic summation until it has been tested in the actual configuration.

Common problems when importing inventory results

The file does not load

Check:

• whether the correct data collection terminal profile is selected;

• whether the number and order of columns match the profile settings;

• whether the column delimiter and decimal separator match;

• whether the file name or format has been changed;

• whether there are empty service rows before the data;

• whether the «Import file has column headers» option is configured correctly.

Do not open and save CSV files in Excel unless necessary: Excel may change delimiters, number formats, and barcodes.

Incorrect characters are displayed instead of names

The reason is an encoding mismatch when creating and reading the file. The file must be created and read using the same encoding. Do not automatically resave it as ANSI or UTF-8 without checking the requirements of the specific device: different data collection terminals and data exchange programs may use different rules.

Recommended verification procedure:

1. Open a copy of the file in an editor that displays the encoding.

2. Check which encoding the device used to create the file.

3. Compare it with the settings of the data exchange program or profile.

4. After making changes, repeat the test using several products.

Barcodes became large numbers or lost leading zeros

Excel may display a long barcode in scientific notation or remove leading zeros. Barcodes and product codes must be stored as text, not as numbers.

If the file is already damaged, simply changing the cell format to «Text» will not always restore lost digits. You need to obtain the original file again or restore the values from a reliable source.

The first row is treated as a product

If the file contains column names, enable the «Import file has column headers» option in the data collection terminal profile. Torgsoft will ignore the first row and start reading product data from the next one.

If there is no header, disable the option; otherwise, the first product will not be loaded.

Product not found by barcode

Check:

• whether this barcode is present in the product card;

• whether it was changed by Excel;

• whether the product is included in the current statement;

• whether its barcode was included in the file loaded into the data collection terminal;

• whether the value contains spaces or service characters.

During inventory, an unknown barcode should not be used to automatically create a complete product card. First determine whether it belongs to a product with an incorrect, old, or additional barcode, or whether the product is actually missing from the catalog.

Only part of the results was loaded

First, check the last successfully loaded row. The most common reasons are:

• a damaged or empty row inside the file;

• an incorrect data type;

• a different delimiter in some rows;

• a mismatch in the number of columns;

• a barcode in scientific notation;

• a text value in the quantity column;

• the product is missing from the statement.

Do not reset the import settings immediately. First save the current profile and check the file. If the profile is damaged or does not match the device format, create a new profile and test it on a copy of the data.

How to import an arbitrary Excel file with products

If you need to load a supplier price list, electronic invoice, opening stock balances, or a product catalog from another program, use Document → Goods Receipt → Import.

This mode includes a wizard that allows you to match Excel columns with Torgsoft fields. It is designed for .xls and .xlsx, and the file structure may differ between suppliers.

How to prepare Excel

• one row must contain one product;

• each parameter must be placed in a separate column;

• do not use merged cells;

• remove subtotals, explanations, and empty service rows;

• set barcodes and product codes to text format;

• leave quantities and prices in numeric format;

• check which decimal separator is used;

• give the columns clear and unique names.

The file may include the product name, barcode, product code, description, product type, manufacturer, material, color, size, season, quantity, purchase price, retail and wholesale prices, discount, and photo data.

How to match columns

After selecting the file, sheet, or range, go to the «Product» tab and select the corresponding Excel column next to each Torgsoft field.

For example:

If a certain parameter is not included in the file, the field can be left blank and completed later. If the entire file belongs to one product type or manufacturer, the corresponding parent node can be assigned to all items.

How Torgsoft finds an existing product

Search parameters are specified in the import settings. These may include the name, barcode, or a combination of fields. The search sequence is important because it determines whether the program updates an existing product card or creates a new one.

To avoid duplicates:

• use a stable identifier, primarily a correct barcode or product code;

• do not search only by a generic name such as «T-shirt»;

• check whether the catalog contains old or additional barcodes;

• do not change search parameters unnecessarily before importing again;

• first import several test rows.

Use the «Update product parameters» option only when supplier data should change the cards of existing products. Otherwise, the file may unintentionally overwrite names or other characteristics.

How product names are generated

The name can be generated according to the algorithm specified in Settings → Parameters → Product → Name. It may include product type, manufacturer, brand, description, color, material, size, season, or product code.

Therefore, file columns should be matched not only with the «Product name» field but also with individual characteristics. This ensures correct filters, search, and consistent name generation after import.

How prices are calculated

If the file contains a purchase price but no retail price, you can specify a markup percentage in the import settings. Torgsoft will calculate the selling price automatically.

The markup calculation method determines where the program takes the percentage from:

• the current import settings;

• the existing product card;

• the product type;

• the import settings if the previous sources do not contain a value.

Final prices are also affected by the document currency, exchange rate, VAT, discounts, and additional expenses in the goods receipt document. Before recording the receipt, check not only the price column in the file but also the parameters of the document itself.

If the file does not contain a barcode, you can enable «Generate own barcodes if missing». Torgsoft will create a barcode for the new item.

How to import photos

Torgsoft supports bulk import of product photos. In the file, you can:

• insert an image directly into an Excel cell;

• specify an HTTPS link to the file;

• specify a local path to the image on the disk.

Several links or paths can be specified in one cell by placing each one on a new line. Before importing, check that the links are accessible, the local paths are correct, and the images have not been moved.

New product when working with a data collection terminal

The behavior depends on the document into which the file is loaded.

In a goods receipt document

Import from a data collection terminal searches for a product by barcode. If the barcode is not found, Torgsoft can create an item with the temporary name «New product barcode» and the quantity from the file. After that, open the product card and fill in the name, product type, manufacturer, purchase and retail prices, and other required parameters.

Such a product should not be recorded as received without verification: an unknown barcode may belong to an existing item whose code was not entered or was saved incorrectly.

In an inventory statement

The purpose of inventory is to compare the actual quantity with the recorded quantity, not to create a product catalog. If an unknown barcode is found during counting, first identify the product and correct its card or record the appropriate goods receipt. After that, the product can be correctly included in the statement.

Product codes containing numbers and letters

Excel and its driver may determine the column type based on the first rows. If some product codes are numeric and others contain letters, individual values may not be imported.

To avoid this:

1. Set the entire column to text format before importing.

2. Check that values such as 440 and 78549-АР are stored as text.

3. If the driver still reads the column incorrectly, save a copy of the file as TXT, reopen it in Excel using the import wizard, and set the problematic column type to «Text».

Work with a copy of the file to avoid losing the original data.

Verification after importing Excel

After loading the file, do not process the entire document without checking it first. Verify:

• the number of imported and skipped rows;

• products identified by the program as new;

• duplicates by barcode, product code, and name;

• products without a type, manufacturer, or season;

• purchase, retail, and wholesale prices;

• currency, exchange rate, VAT, discount, and document expenses;

• leading zeros in barcodes;

• photos and characteristics;

• the final document quantity and amount.

After a successful import, Torgsoft creates a goods receipt document. The products must then be recorded as received. For opening stock balances, use the appropriate goods receipt document rather than an inventory statement.

Quick diagnostics: what to check first

What to do before a bulk operation

1. Create a database backup.

2. Keep the unchanged original supplier file or data collection terminal results.

3. Test the import using 5–10 items.

4. Compare quantities, prices, and barcodes before saving the document.

5. Load the entire file only after verification.

6. After completion, save the working import profile for future documents in the same format.

Related instructions

• Importing products from Excel: file preparation, column matching, and verification

• Configuring import from a data collection terminal

• Inventory with the «Inventory and Warehouse» app

• Goods receipt using a data collection terminal

• Troubleshooting mobile inventory and data collection terminal issues