Import Export Bulk import and export via CSVs. Summary This section is used to manage products in bulk. It can be used to export and import Product information via CSVs. There are five files, each of which may be exported and imported. It is possible to use this feature to edit existing products  and create new products File Types There are five file types: Product (Variant) Category Association Customisations Images Cost Prices There are additional exports and imports, including ones for Price Management , Purchase Orders and via the Bulk Update  and Product Lookup tools; all of these files may be imported here Field Mapping When importing a file, you will need to ensure that the columns in your spreadsheet are mapped to IXO Commerce database fields. Your column headers will be shown on the left hand side of a table; choose from the drop down to match to a field. Mistakes made here may have serious impact on your Product database. IXO Commerce will attempt to match fields to columns based where possible. When managing Product (Variant) imports, it is also possible to create pre-sets FAQs When will a new Product be created? If you are uploading a Product (Variant) import, the system will perform a lookup for the SKU codes in your spreadsheet. If the SKU code exists, that Variant will be updated to match the data in your spreadsheet. If it does not exist, a new one will be created. File Types Product Data This may be used as an Import or an Export. Export Use these filters to limit which columns are exported. Use the filters to narrow your selection, then click 'Export'. This will generate a file that will include all Products that match your filters.  The export will include one row for each Variant linked to those Products. Presets It is possible to build Export presets. These provide a shortcut to which columns will be output.  You can either choose an existing preset from the drop down, or select 'new preset' If you do so, you will be prompted to enter a preset name, and select the required fields. That preset will then be available for future exports.  The SKU Code is always exported as the first column. Import Make changes to the file and import it to update Products. When imported, the file will perform these two functions for each row: If the SKU Code already exists in the database, then it will be updated as per the data in the spreadsheet If the SKU Code does not exist, then a new Product will be created (see below for more details) It is not possible to remove data using this method; blank cells will be ignored Merging Products When creating a new Product, it is possible tomerge multiple rows into a Product with multiple Variants.  To do so, each row must share the same Name and ProdRef.  New Products with the same Name and ProdRef will be automatically merged on creation. Field Summary Field Purpose code Sku Code (alphanumeric, mandatory, max 80 characters)   This field will not accept special characters; please limit your entries to letters, numbers, '-' and '.' barcode Barcode field (alphanumeric)   This will be autogenerated if left blank mpn Manufacturer's Part Number (alphanumeric, stored per Variant) prodref Product Reference   This is used to link Products as separate Products, or to merge new Variants into a new Product (see above) department This powers the  Sales by Department report (alphanumeric) nominal This field typically forms part of an integration with an accounts package commodity Enter the Commodity Code of the product (for use with exports) origin Enter the Country of Origin (enter the country code, e.g. GB)   This is only required when exporting name The Name of the Product (mandatory)   Displays as the page title (also known as the H1 Text) and is also output on Product Listing Pages, as well as being the primary field for search results   Also used as the Meta-Title by default   This may be used to merge new Variants into a new Product (see above) manufacturersproductname If populated, this will replace the Product Name on all  Purchase Orders price The selling price of the Variant   Defaults to 0 rrp The RRP of the  Variant , to show on the website   Defaults to 0 offerprice A retail offer price for the  Variant  (this will supersede the Retail field), if enabled by the Offer Start/Expiry     Defaults to 0 offerstart Date until which the Retail/Trade Offer price should apply   If left blank, the Retail/Trade Offer price will apply unless an start date has been set in the future offerexpiry Date from which the Retail/Trade Offer price should apply   If left blank, the Retail/Trade Offer price will apply unless an expiry date has been set in the past costprice The cost price of the  Variant   Defaults to 0   May be set per  Supplier  enabled for this Product   This may only be used if the Product is linked to a single Supplier. If there are multiple Suppliers, you will need to use the Cost Price import.  vat Select the VAT status of this  Variant  - choose from:   Standard Reduced Zero Exempt VAT rates for Standard and Reduced are controlled via  Countries lowstock Use this to set a low stock threshold, e.g. '7'   If the stock level is below this level, a warning will be show on your website and the  Variant  will appear within the  Low Stock  report   This will also be used to drive  Replenishment highstock Use this to set a minimum stock level, e.g. '5'   This will be used to drive  Replenishment stocktext A label that will display on the  Product Detail Page  if this  Variant has been selected allowbackorder This sets whether the  Product  may be sold without stock, e.g.  Sales Orders  will be fulfilled by a back to back  Purchase Order (yes/no) allowpreorder This will determine whether stock 'on the water', e.g. on a submitted  Purchase Order that has not yet been received, will be displayed as available stock on your website (yes/no) postagetypes  Enter postage type 'codes' in a comma delimtied list, e.g. 'standard,collect'.   Default postage types will be applied automatically to new Products deliverytext Text entered in this field will display to the customer on the website if the product has available free stock   If left blank, this will default to 'In Stock' deliverytext2 Text entered in this field will display to the customer on the website if the product does not have available free stock   If left blank, this will default to 'Out of Stock', or, if enabled for allowbackorder on the  Inventory  tab, it will default to 'Available (allow XXXXXX days for delivery)' leadtime Set the leadtime (total days) for the  Variant brandname This adds a  Brand  to a product   This will text match to an existing entry; if a matching entry does not exist, it will be created supplier This section is used to add  Suppliers for a product. If not manually set, the default is to apply none.    If you are using multiple Suppliers for a single product, these may be added as a comma delimited list This will text match to an existing entry; if a matching entry does not exist, it will be created collection This section is used to add  Collections to a product. If not manually set, the default is to apply none.    This will text match to an existing entry; if a matching entry does not exist, it will be created summary This field allows for a simple summary of the product, with simple formatting   This may be uploaded with HTML to apply basic formatting description This field controls the Product Description; formatting may be added to this using the controls at the top of the screen   This may be uploaded with HTML to apply basic formatting tab1 to tab 4 If populated, this will add a new product information tab onto the product page; this field will provide the title of that tab   This will display in the same manner as a  Global Tab tab1to tab 4 content This will form the content of a custom tab; this is populated as per the Product Description Merge Tag Title The title used on linked eCommerce Products   Used in Conjunction with Product Reference   Note that this field is optional for linked Products Merge Tag The label used on linked eCommerce Products   If multiple Products have the same Product Reference, they will be linked to the eCommerce Customer if a Merge Tag Title and Merge Tag are entered   Used in Conjunction with Product Reference   Note that this field is mandatory for linked Products pdftext Text entered here will be the link text shown to the customer on your website   This will default to the file name, if left blank videoid Use this to determine the type of video (Youtube/Vimeo) videotype Enter the ID of the video that you want to attached to the product   You can find the video ID from the URL:   https://www.youtube.com/watch?v= dQw4w9WgXcQ     https://vimeo.com/ 794492622 weight Dimension of the  Variant (kg) volume Dimension of the  Variant (m3) unitwidth Dimension of the  Variant (cm) unitdepth Dimension of the  Variant (cm) unitlength Dimension of the  Variant (cm) unitheight Dimension of the Variant (cm) cartons The number of Cartons in which this  Variant  is delivered from your Supplier   This will determine the number of product labels which will be printed from the  Label Printing  screen, or at  Goods In productlive Defines the Product Status (yes/no) variantlive Sets whether this  Variant  is live   It is possible to have a Product with multiple Variants where some are not live   If all Variants are set 'Variant Live' to No, then the Product will be disabled.   Defaults to Yes buyonline Defines whether the Product can be bought online (yes/no) visibility By default, all products will be visible on your website, but this setting allows you to determine visibility of the product within the POS, or across multiple websites   Enter a comma delimited list, e.g. website/instore featuredhome Toggle to feature the product on the Home Page featured Toggle to feature the product on Category Pages freeshipping Determines whether this Variant  receives free shipping   This will only apply to orders within which all items have this enabled   (yes/no) disallowdiscounts swatchwizard Toggle to enable the  Swatch Wizard (yes/no) multiswatch Toggle to combine variants within the Swatch Wizard (yes/no)   This controls the following field against the Product: 'Combine variant and swatch selection in Swatch Wizard if applicable (enables "multiswatch")'   This will not be available if multiple layers of Variant option are on a product, e.g. 'Size' and 'Colour'   This will not be available if any live Variant has no Customisations previewswatch Enables swatch preview panel (yes/no)   Made to Order Products only requestaswatch Toggle to enable the Swatch Request Popup (yes/no)   ( Swatches  must be enabled for the Swatch Request tool for this to function) itemcondition Choose if a product is 'New' or 'Used' meta_title Use this to set a manual Meta Title meta_description Use this to set a manual Meta Description meta_keywords Use this to set your Meta Keywords google_product_type Use this to override the Google Category assigned to this product   May be left blank   By default, this will inherit the setting in the  Product's  parent  Category  (the Category that this is taken from will be clearly listed here as 'default') excludefinance Baskets that include this Product will not be permitted to checkout with finance (eCommerce) allowvatremoval Enables the ability to exempt this Product from VAT, either in the POS or the CMS option1 to 3 name Enter an Option Name for the Product   This will text match to an existing entry; if a matching entry does not exist, it will be created option1 to 3 Enter an Option Value for the Variant related Enter a comma delimited list of SKU codes as Related items upsells Enter a comma delimited list of SKU codes as Upsells productaddons Enter a comma delimited list of Addon SKU codes prodid Export only   This will export the Product ID of the selected Product Mapping You will need to map your data before it can be imported. It is highly recommended that your import file should only include the columns for the fields that you are intending to edit, and nothing else. Mistakes made here may have serious impact on your Product database. Category Association This may be used as an Import or an Export.  The file looks like this: Export Use the filters to narrow your selection, then click 'Export'. This will generate a file that will include all Customisations for products that match your filters.  Import Make changes to the file and import it to update Products; this will update Category associations. When exported, the file will include every Category association belonging to a Product; this may mean a single SKU code could be repeated over multiple rows. The file is split into multiple columns, with each part of the Category hierarchy having its own column.  On import, if the specific Category does not exist (text match), one will be created. Then, if an association does not exist between the specificed SKU and Category, one will be created. It is possible to create Categories in bulk using this import; be wary of typos, e.g. 'Sofa' and 'Sofas' Field Purpose Code A SKU Code of the Product   There is no need to link every Variant of a Product; just one will do Category1 The top level Category of this heirarchy Category2 The second level Category of this heirarchy   Optional - if left blank, the product will only be added at the previous Category level Category3 The third level Category of this heirarchy   Optional - if left blank, the product will only be added at the previous Category level Category4 The fourth level Category of this heirarchy   Optional - if left blank, the product will only be added at the previous Category level Mapping You will need to map your data before it can be imported. Included below is the optimal mapping/spreadsheet structure.  Mistakes made here may have serious impact on your Product database. If you check the box 'remove existing Categories', this will wipe all pre-existing associations from Products in your upload file.  Removing existing associations is dangerous, and may have a serious impact on your Product Database   Customisations (AKA 'Made to Order') This may be used as an Import or an Export option.  The file looks like this: Export Use the filters to narrow your selection, then click 'Export'. This will generate a file that will include all Customisations for products that match your filters.  Import Make changes to the file and import it to update Products. Any changes here will be added to existing Customisations.  It is possible to remove existing Customisations when you upload a file by using he 'remove existing MTO options tickbox'. Please be aware that removing Customisations in bulk is risky and could result in Customisations being removed incorrectly. Field Purpose Code The SKU Code of the Variant to which the Customisations are linked Product The Product Name to which the Customisations are linked - Variant Option Values are also appended to this, to differentiate between Variants   This is for reference purposes only, and changes here will not be updated within the system. Option Name The Name associated with the Customisation, e.g. 'Size' or 'Colour'   Adding a new entry here may create a new Option Option Value The Value associated with the Customisation, e.g. 'Small' or 'Red' Option Price The additional price to the customer associated with this Customisation, e.g. selecting 'Gold Feet' may add £49.99 to the price   Enter in this format only: '0.00' Additional value to be added to the Special Offer price of the Variant   This will only apply during a Special Offer period, as defined by the Variant   Enter in this format only: '0.00' Option Percent The additional price to the customer associated with this Customisation, e.g. selecting 'Cotton' may add 10% to the price   Enter in this format only: '0.00' Option Cost The additional cost associated with this Customisation, e.g. selecting 'Gold Feet' may add £49.99 to the price   Enter in this format only: '0.00' Swatch Group The Swatch Group linked to this Customisation.   Adding a new entry here may create a new Swatch Group Swatch Name The Swatch Group linked to this Customisation.   On upload, if a Swatch Name matching this entry exists within the Swatch Group (see above), that Swatch will be linked to this customisation.    Adding a new entry here may create a new Swatch Swatch Image The link to the Swatch Image that is linked to this Customisation   If you are creating a new Swatch Group, or there is no Swatch with a corresponding Swatch Name within an existing Swatch Group, and you have entered a link here, it will import that Swatch Image and create a new Swatch Image Link Ref This shows a link to an existing Variant Image, if one exsists POS Only Toggles whether this particular Customisation Value is available to eCommerce Customers Child Option Use this to set up interrelated options, e.g. choices for 'Choose Pattern/Plain' could lead to Child Options of 'Choose Plain Colour' and 'Choose Pattern Colour' Mapping You will need to map your data before it can be imported. Included below is the optimal mapping/spreadsheet structure.  Mistakes made here may have serious impact on your Product database. Please be aware that removing Customisations in bulk is risky and could result in Customisations being removed incorrectly unless done with care.  Images This may be used as an Import or an Export option.  The file looks like this: Export Use the filters to narrow your selection, then click 'Export'. This will generate a file that will include all Images for Products that match your filters.  One Product may have multiple images, in which case these will be split over multiple lines.  Import Make changes to the file and import it to update Products.  If the image does not exist, a new one will be imported.  Field Purpose Code The SKU Code of the Variant to which the Images are linked Image The link to the image.    If importing from a URL, enter the full URL, e.g. www.example.com/image.jpg   If importing from the server via FTP, just enter the image name, e.g. image.jpg Alt The alt text for the image   Defaults to the image name if not entered Display Enter 'yes' or 'no' Image Number Used for image sequencing   Enter a number   New images are added in the same order as the spreadsheet Colour Use this to link a Colour to the image for eCommerce Filters Mapping You will need to map your data before it can be imported. Included below is the optimal mapping/spreadsheet structure.  Mistakes made here may have serious impact on your Product database. Adding Images via FTP Step 1: Prepar ing your images for upload   To use the IXO images CSV upload your image files are required to be in a single folder , i t is also recommended that you name your image files as the product SKU to make S tep 2 easier.   Example folder of product images prepared for upload:     Step 2: Creat ing the images CSV file   Fill out the example images CSV file provided by Iconography along with this guide as per the example line in the CSV.   Ensure the “image” field is filled with the file name and file type (png or jpg) exactly as it is in the folder you prepared in Step 1.   Step 3: Uploading your images   Upon opening FileZilla (free to download if not already using this system https://filezilla-project.org/download.php?type=client ) you’ll see this screen.     The login fields are at the top to enter the details provided by Iconography along with this guide (contact us if you do not have logins) .     After clicking Quickconnect, you’ll get this window and you just need to click ‘OK’ to confirm you trust the connection .       You’ll then be logged in and can see any image files already on the server on the bottom right box and files on your computer bottom left box.     Next in the bottom left box navigate to the folder you prepared in Step 1 on your computer. Then select all the images you’d like to upload and drag them into the bottom right box.   In the bottom window it wi ll give you an overview of the progress of the file transfer .   Step 4: Uploading the images CSV file   Upload your CSV via the CMS. Cost Price This may be used as an Import or an Export.  The file looks like this: Export Select a Supplier - this will export a list of all Variants whose Product has been linked to your selected Supplier. Import It is also possible (and may sometimes be preferrable) to use the Price Management tool, as this allows for rules based price management, as well as timed price updates Make changes to the file and import it to update Variants. Any changes here will amend Cost Prices for that Variant. Changes here will not update the landed cost of existing units of stock; these figures are used for new Purchase Orders and for calculating default margins on Sales Orders.  Field Purpose Code The SKU Code of the Variant Cost Price The Cost Price for the Variant Mapping Your file will not need mapping; it just needs two columns: | code | cost price | When uploading your file, you will need to select the Supplier to which the prices should be applied.  If you select a Supplier that is not associated with the Products in your file, new associations will be created.  Mistakes made here may have serious impact on your Product database.