When formatting inventory for import into Clover or Lightpeed POS the first step is to review the inventory template.
Above is the first part of a Lightspeed template featuring the key fields for import.
- The UPC is the bar code from the manufacturer on the product and is usually 12 digits in length. If moving data from one POS system to this sheet, be mindful that many UPC codes have leading zeroes and may not move from one data set to another correctly due to the way Excel handles long strings of numbers, but our support staff can readily assist in these functions.
- The EAN is a European version of UPC and is generally not used.
- Custom SKU is a great field to use when moving from another system to Lightspeed if you have an existing bar code labeling system, as this is one of the fields used in searching when using a bar code scanner. Place your data from existing bar codes here to readily move forward using existing bar codes.
- Manufacturer SKU is not readily used but can be if your vendor is also the manufacturer.
- Description is the name of the item and will be displayed on the customers receipt as it is formatted in this column.
- MSRP is the manufacturer suggested retail price or manufacturers published price, this field is not necessary but can be beneficial if you are going to set price rules to sell at a discount from MSRP.
- Default cost is what you, the merchant, pays for the item from your main vendor when ordering.
- Price is what you regularly sell the item for.
- Tax is set to yes or no if the product collects sales tax and automatically will default to yes if not filled in.
- Tags are not necessary, but are used as a sorting and reaching tool if in place for inventory and reporting purposes.
- Category is used to separate and sort items of the same type for reporting and inventory streamlining purposes and offer the ability to add up to 3 subcategories. If unsure of how deep of a level of detail to go into with category, stick to just category, as it is easy to add additional layers in the future.
- Manufacturer is who makes your product.
- Vendor is used to detail who you order the product from. It is possible to have multiple vendors for the same product, but at import only list who you mainly order from.
- Vendor ID is the code assigned to the item by your vendor and will be used once operational to assist in entry of purchase orders.
- QOH (quantity on hand) must be 0 or above and defaults to zero if not filled in.
Above is the import cover sheet for Clover POS.
- Clover ID is left blank as it is auto-assigned at import. It can be used after import if you are exporting inventory to make changes and want to re-import to have the changes applied.
- Name is the description of the item and will appear on the customer receipt at listed in this field.
- Price is what you are going to charge for the item.
- Price type is used to define how the item is priced, and will be listed as Fixed, Variable, or Per Unit. Fixed is a set price for the item, variable will ask how much you want to charge, like an open item. If using variable price must be set to 0.00 for the import to work. Per unit is used when selling by the foot or ounce and charges based upon the unit of measure for the product. When using Per Unit pricing the unit of measure (Ft., In., Oz., Lb.) must be placed in the Price Unit field for a successful import.
- Tax rates are used to set variable taxes and correlate to values set up in the Tax tab of the import sheet. This can be set to default and quickly edited within the Clover inventory once imported.
- Cost is what you pay for the item from your vendor.
- Product Code is used to set up the UPC code attached to the product from your vendor, again be mindful when moving data from other systems as many UPC’s have leading zeroes and are not handled well by spreadsheets.
- SKU is used either for manufacturer or vendor ID.
- Modifier groups are used to attach modifiers to the item as set up in the modifiers tab of the import sheet, this is generally used for restaurant menus and are best built in the POS system after import.
- Quantity is used for the number of items you currently have on hand.
- Labels have a twofold use, as they can be used to direct printing to a remote printer in a restaurant application, and can also be used to set up and sort by virtual category in reporting.
- Hidden is a yes or no option that allows the inventory item to be shown in the register for sale.
These are the basics of inventory import, the support staff at SilverEdge is here to assist with your import based upon your business type and needs, as no two inventories are alike. Please give us a call at 855-462-3343 option 1 for support on your inventory import.