Every entrepreneur faces a routine and complex task — processing thousands of price lists from suppliers. Doing this manually means spending days updating the nomenclature, risking errors during currency conversion, and creating duplicates in the database. The situation becomes even more complicated if the price list contains hundreds of new items that need to be quickly classified, have barcodes generated, calculate the retail price considering exchange rate fluctuations, and update stock levels.
The Torgsoft Import Tool allows you to fully automate this process. It is launched via the main menu: Document ➔ Goods Receipt ➔ Add (or New Receipt) ➔ «Import» button.
Here is a detailed breakdown of how to correctly set up the import, based on practice and technical support experience.
1. File Preparation
To upload goods, the Microsoft Excel (.xls, .xlsx) document format is used.
Cell text format (critical): practice shows that if some fields are not imported or are imported with errors, the reason lies in mixed data (text + numbers in one column). It is highly recommended to convert all cells to text format using an Excel macro: For Each cell In Selection: cell.Value = "'" & cell.Value: Next:. This will add an apostrophe before each number.
Importing dynamic characteristics (checkboxes): if additional dynamic characteristic checkboxes are configured in the product card (e.g., "Top Sales"), you must enter digits in the Excel column for this characteristic: 1 (if the feature is present) or 0 (if it is not), rather than the words "Yes/No".
2. Setting up the data area and auto-creating goods
Data area selection (for «dirty» price lists): supplier price lists often contain logos at the top and totals at the bottom. To prevent the program from issuing an error due to extra text, instead of the «Download all data from the sheet» option, use «Use specified cell range» (e.g., A15:Z2000).
Product search parameters: specify the identification criteria. The best combination is: first «By Barcode», the second criterion — «By Article» or «By Name».
Add new product to the catalog: all products that the program does not find by search criteria will be automatically created as new cards.
Generate internal barcodes if absent: if the supplier has not provided barcodes, the program will automatically generate unique internal barcodes for new items.
3. Working with currency and pricing
If the supplier's price list is provided in dollars or euros, Torgsoft allows you to automate the conversion:
Invoice currency and exchange rate: in the header of the «Receipt» document, select the supplier's currency. The rate will be pulled from the directory (or you can change it manually).
Entering purchase prices: during import setup, specify that prices in the file are given «In the invoice currency». The program will automatically recalculate the purchase price into the national currency.
Retail price equivalent: if the setting «Automatically calculate retail price equivalent in analysis currency» is enabled, the program will fix the retail price of the new item in relation to the foreign currency. In the future, this will allow for mass revaluation of goods by simply changing the exchange rate.
4. Updating stock balances
To ensure the product actually increases stock levels:
On the «Product» tab (where column matching is set), be sure to specify the column for the «Quantity» field.
If the product already exists in the database, the program will not create a duplicate but will simply record a new batch, increasing the current balance.
Opening balances: for the initial entry of store stock (to avoid creating a debt to the supplier), be sure to check the «Opening balances» box when creating the goods receipt.
Common issues from practice (Troubleshooting)
Based on real user inquiries, let's analyze the most frequent errors that occur during price list import and how to avoid them:
1.
Product name is formed as ***** (asterisks) or contains only «Product type».
Cause: Torgsoft settings apply an automatic product name formation rule (e.g., Product type + Manufacturer + Article). If unique characteristics (article, color, size) are not transferred during import, the program sees them as identical. To avoid duplicate names, it fills them with ***** symbols.
Solution: be sure to fill in or match columns with unique characteristics (most often — Article), so that each product has individual differences during name generation.
2.
Overwriting "nice" custom product names after import.
Cause: the «Update product parameters» toggle is on. Suppliers often use abbreviations in their price lists (e.g., "Men's winter black jacket"). If the program finds your product and updates it, it will overwrite your detailed name and reform it strictly from the import file fields.
Solution: if your goal is only to update prices and stock from the supplier's price list, uncheck «Update product parameters» or simply do not match the «Product Name» column in the import settings.
3.
Unwanted information "sticks" to the product name (e.g., article is duplicated in the name)
Cause: incorrectly configured «Product name formation rule» in the general program parameters.
Solution: go to Settings ➔ Parameters ➔ Product and check the name formation algorithm. If the article is added there automatically, you do not need to try to load it from Excel directly into the «Product Name» field.
4.
Error: «File data source was not saved».
Cause: lack of Windows access rights to create configuration files in the system folder, or a non-standard Excel file location.
Solution: ensure you run the program as Administrator and try placing the import file on drive C:\ or D:\ in a folder with a simple Latin name (e.g., D:\Import\price.xls).
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