In short
To import a stock sheet without mistakes, keep one product per row with a header row, give each row a unique code, store numbers as plain numbers and barcodes as text, and save as Excel or CSV UTF-8 if you use Arabic names. Import twenty to fifty rows first, read the problem list before confirming, then check the totals.
How should you prepare an Excel stock sheet before importing?
Prepare the sheet so each row is exactly one product, the first row holds column names, and every row has a unique code. Remove blank rows, merged cells and notes in the data area, because import tools read the sheet row by row and cannot guess what a merged cell means.
- One product or variation per row; the first row holds the column names.
- A unique code on every row.
- Numbers as plain numbers: no currency symbols, no text such as 'pcs' in a quantity cell.
- Barcodes formatted as text so Excel keeps leading zeros and long numbers intact.
- If you use Arabic names, save as CSV UTF-8 so the characters survive.
Which columns does a stock sheet need?
At a minimum you need a product name and a unique code. Add the category, unit, cost price, selling price, opening stock and a low-stock alert quantity so the products are ready to sell the day after the import.
| Column | Example | Tip |
|---|---|---|
| Name | Oat drink 1 L | Keep names consistent |
| Code | BEV-OAT-1L | Must be unique |
| Category | Beverages | Reuse the same spelling |
| Cost price | 4.50 | Plain number |
| Selling price | 6.00 | Plain number |
| Opening stock | 48 | Whole or decimal, matching the unit |
How does the Inventorious import wizard work?
The Inventorious import wizard reads a CSV or Excel file, maps its columns to product fields automatically and lists problems before anything is saved. After you confirm, the products and opening stock are created, and the import can be undone if something looks wrong.
- Prepare your sheet with one product per row.
- Upload the file and review the automatic column mapping.
- Read the list of problems and fix them in the sheet if needed.
- Confirm the import.
- Check the products and the stock history.
What are the most common import mistakes?
The most common mistakes are duplicate codes, numbers stored as text, barcodes that Excel turned into scientific notation or stripped of leading zeros, merged cells and files saved in the wrong encoding. Each one is easy to prevent in the sheet and hard to fix afterwards.
- Duplicate codes: two rows with the same code overwrite or clash.
- Scientific notation: a long barcode shown as 6.29E+12 has lost its digits.
- Lost leading zeros: format the column as text before typing codes.
- Decimal separators: use one style consistently, not a mix of comma and point.
- Trailing spaces: 'Shirt ' and 'Shirt' look the same but are different.
How do you check the result after importing?
Compare the import with your sheet: the number of products, the total units and the total stock value should match. Then open a handful of products, check their codes, prices and opening stock, and scan or search a few to be sure they behave at the register.
- Compare the product count with the number of rows in your sheet.
- Compare total units, and the stock value if you have it.
- Open ten random products and check every field.
- Search or scan three of them as if selling.
- If something is wrong, undo the import, fix the sheet and import again.
Should you import everything at once?
No. Import twenty to fifty rows first as a test, review the result, and only then import the rest. A small test shows mapping and format problems in minutes, while a mistake in a full import takes much longer to find and undo.
Questions this guide answers
Can I undo an import if the result is wrong?
Yes. An import can be undone, so you can fix the sheet and run it again. Still, test a small batch first and review the problem list before you confirm, so that undoing is the exception rather than the plan.
Does the import accept both Excel and CSV files?
Yes. You can upload a CSV or an Excel file. Use CSV UTF-8 if your product names contain Arabic or other non-Latin characters, so the text is read correctly.
Can I import opening stock as well as products?
Yes. Include an opening stock column and the import creates the products together with their starting quantities, which you can then check in the stock history.
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Sources and further reading
General guidance, not tax, legal or accounting advice. Check current rules with the relevant authority.