Step 1
Prepare a consistent product spreadsheet
Use a simple table with a header row and consistent columns. Keep identifiers as text, particularly barcodes or SKUs with leading zeros. Remove merged cells, extra title rows and formulas whose displayed result may not survive export.
- Use one row per product or variant.
- Include SKU, name, unit, cost and selling price as appropriate.
- Keep identifiers as text and quantities as numeric values.
Step 2
Check the import template and field mapping
Import formats differ between tools and account workflows. Use the template or field list provided by the importer you are using. Confirm whether a repeated SKU updates an item, creates a duplicate or causes a validation error.
- Match column headings to the supported fields.
- Confirm currency, date and decimal formats.
- Check how opening quantities and locations are handled.
Step 3
Validate a small batch before the full catalog
Back up existing records and try a small, representative sample using the available import workflow. Include a variant, an identifier with leading zeros and a product with a decimal price. Reconcile the resulting records before importing the remaining items.
- Review validation messages and correct source rows.
- Compare imported identifiers, units and prices with the spreadsheet.
- Check record counts and stock totals after the full import.
Worked example
Example: preserve a barcode
The identifier 001234567890 should remain text. If a spreadsheet converts it to the number 1234567890, the leading zeros disappear and the resulting identifier no longer matches the original label.
Illustrative example; use your own transaction data.
Frequently asked questions
Why did my CSV create duplicate products?
Check repeated identifiers, whitespace, letter case and the importer’s update behavior. Use a stable unique SKU and validate the mapping before retrying.
Can I use any spreadsheet format?
Use the fields and file formats accepted by your available importer. A generic inventory spreadsheet is a preparation aid and may need adaptation to the required template.