How to import products

See this guide on how to manually create products:
How to create products
Guide to general import setup in Rackbeat:
Import in Rackbeat

Table of Contents

• Creating new products via import

• Updating existing products

• What can be updated via import?

• Import of translations
• Import of other currencies
• Import of locationdata
• Import of unit converters
• Import of salesbudgets

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Creating new products via import

How to import or update your products

1. Click on the “Items” tab → “Products”.

2. Click “Import / Export” and select “Import”.

3. Click “Choose File”.

4. Select the CSV file from your computer. Click “Open” and then “Load File”.

5. Before loading the file, you need to match the columns in the popup with those in your CSV file. See this guide for help with that.

6. Finish by clicking “Import”, and your products will be loaded.

To create new products via import, the following information is required:

• Item Number: Enter the unique number used to identify the item.

• Item Name: Enter the name of the item.

• Item Group: Enter the group number from the item groups overview.

• Sales Price: Enter the standard sales price.

• Expected Cost Price: Enter the expected purchase cost for the item.

If these required columns are not filled, the import will fail.
What do if my import failed

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Updating products via import

To update existing items via import, you must check the "Update Existing" box.
When updating existing items, the file must include the item number column and one column for each field you want to update.

The item number is always required when importing updates to existing items.

Example: To update the sales price of products, use the following columns:

• Item Number

• Sales Price

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What can be updated/added via import?

You can add or update the following product data via import:

• Name: The name of the product.

• Sales Price: The product's sales price.

• Expected Cost Price: The expected purchase cost for the product.

• Item Group: Enter the item group number from the item groups overview.

• Extra Cost: Percentage-based extra cost for receipts and production (enter as a whole number, no % symbol).

• Unit: Specify the product unit, e.g., “pcs”. (Note: Units must be created first via Items → Units).

• Stock Quantity: Set an initial stock quantity (only possible on creation – later updates must be done via stock adjustment).

• Description: Description of the product.

• Min. Stock Level: Minimum stock level before reordering is recommended.

• Min. Sales Quantity: Minimum quantity required per sale.

• Min. Purchase Quantity: Minimum quantity required per purchase.

• Barcode: Add a barcode for the item.

• Default Location: Set a default location for the product. Enter the location number, not the name.

• Variant: Assign a variant type using the variant number (Variants must be created under Products → Variants).

• Weight: Enter the weight of the product.

• Weight Unit: Enter the weight unit, e.g., g/kg/t.

• Width: Enter the product’s width.

• Height: Enter the product’s height.

• Depth: Enter the product’s depth.

• Size Unit: Enter the size unit used for width, height, and depth (e.g., mm/cm/m).

• Primary Supplier (Number): Enter the supplier number if the product is primarily purchased from one supplier.

• Blocked: Choose whether the product is blocked. If blocked, it cannot be used in orders, purchases, production, etc. Enter 1 for blocked or 0 for active. Leave blank to create as active.

• Discount Group ID: Enter the discount group number if the product belongs to one.

• Image URL: Add a URL to pull an image from another source. Only one image per product is supported.

• Has Batch Tracking: Enter 1 to enable batch tracking for the item (requires the batch tracking module).

• Has Serial Numbers: Enter 1 to enable serial number tracking (requires the serial number module).

• Recommended Price: If the product has a recommended price, it can be entered here.

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Importing Translations

Translations allow you to make your products and product descriptions understandable for your international customers.

1. Click “Items” in the top menu.

2. Click “Products” in the side menu.

3. Find the product you want to create a translation for.

4. Select the “Translations” tab in the product master data.

You can translate both product name and description.

Example:

You can view and create new language codes under Company Settings → Languages.
➡ See guide: How to work with multiple languages in Rackbeat (Translations).

Once a product translation is imported, the translated version will automatically be displayed on orders/invoices/purchase orders based on the customer’s selected language.

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Importing Prices in Other Currencies

If you want a different sales price in another currency than the one the system automatically calculates, you can import these to your products.

1. Click “Items” in the top menu.

2. Click “Products.”

3. Open a product.

4. Go to the “Prices” tab.

Now prepare your import file. Fields marked with * are mandatory:

You can view and create new currencies under Company Settings → Currency.
➡ See guide: Currencies in Rackbeat.

When imported, the price in that currency will be used whenever the product is added to a purchase or sales order, based on the customer’s or supplier’s currency — unless a specific price has been entered directly on the customer/supplier.

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Importing Minimum Stock & Reorder Quantity per Location

If you want to import stock criteria on product locations in Rackbeat, follow these steps. The process is the same for both regular products and bill of materials (BOM).

1. Find the product you want to update.

2. Click the “Locations” tab.

Your import file must include the following columns:

• Min. Stock: The minimum stock level for this location. When reached, Rackbeat will suggest replenishment.

• Min. Reorder Qty: The minimum number to be reordered for this product at this location.

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Importing unit converters

This is a premium feature in Rackbeat.
➡ Read more about our unit converter here.

To find the “Units” tab for unit conversion:

1. Click “Items” in the top menu.

2. Click “Products.”

3. Open a product.

4. Select the “Units” tab.

Make sure a default unit is set before importing conversions. Rackbeat converts from the product’s standard unit to the selected conversion units.

Example:

Product RB01 has Kilogram as its standard unit. You want to add a conversion from Kilogram to Gram (since the item is sold in grams).

Setup:

• 1 Kilogram = 1000 Gram.

• By entering “1” in Default Sales Unit, Rackbeat will automatically use 1000 grams as the default sales unit.

Import fields:

• Number: Product number
• Unit: Conversion unit (e.g., box, bottle)
• Quantity: How much the standard unit equals in this unit
• Sales Price: Sales price for this quantity
• Cost Price: Expected cost price for this quantity
• Barcode (optional): Barcode for this unit
• Default Sales Unit: Enter “1” if this should be the default sales unit
• Default Purchase Unit: Enter “1” if this should be the default purchase unit

Example:

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Importing Sales Budgets

Sales budgets for multiple products can also be imported.

1. Click “Items” in the top menu.

2. Click “Products.”

3. Open a product.

4. Go to the “Sales Budgets” tab.

Import fields:

• Product: Product number
• Month: Month in format YYYY-MM (e.g., 2024-06)
• Expected Sales: Units expected to be sold that month

Example: