Importing Multiple Unit Barcodes via Excel

The system allows you to add multiple barcodes for your product units in bulk through an Excel file, rather than adding them manually from each product’s edit screen one at a time.

Before You Begin

• The multiple units system must be enabled from Inventory Settings to import barcodes specific to each unit.
• Products must already exist in the account — the import adds barcodes only and does not create new products.
• This feature requires the “Add / Edit Products” permission.

Steps to Import Multiple Unit Barcodes via Excel

1. Click on the “Inventory” menu, then “Manage Products.”
2. Click the “Import” button, then select “Import Product Barcodes.”
3. Download the template file from the import screen — it includes ready-made sample rows for reference.
4. Fill in the template so that each row represents one barcode for one unit:
   • Product Code (Required): Must match an existing product code in the system.
   • Unit of Measure (Required when the multiple units system is enabled): Must be a unit already linked to the product (e.g., piece, carton, packet).
   • Barcode (Required): The barcode value for the unit.
   • Quantity (Required): The number of base units this barcode represents — must be greater than zero.
   • Unit Selling Price (Optional): The price applied when this barcode is scanned. If left empty, the system uses the current selling price for the unit.
5. Upload the file — the system validates the rows and displays a summary of any errors found.
6. Click “Confirm Import.” A message appears: “Import complete. [X] barcodes added successfully. [Y] rows skipped due to errors.”

How the System Works

• Imported barcodes are added to the product’s barcode table on the product edit screen, without modifying or deleting any previously existing barcodes.
• Imported barcodes work exactly like manually added ones — scanning a barcode on an invoice or POS automatically identifies the product, unit, quantity, and price. Example: a product “Pen” has 3 barcodes (piece / carton / packet); scanning the carton barcode adds the product with the carton unit and its price directly.
• Valid rows are imported and rows with errors are skipped, with the option to download an error report in the same template format with an additional column explaining the reason each row was skipped.
• If the multiple units system is not enabled, the system ignores the unit of measure column and imports the barcode as a standard product barcode with the specified quantity and price.

Validation Rules

The system skips the row and notes the error in the following cases:

• The product code does not exist in the system.
• The unit of measure is not linked to the product.
• The barcode is duplicated within the file, or is already associated with the product.
• The barcode field is empty, the quantity is zero or less, or the quantity or price contains an incorrect numeric format.