Importing Product Items and Stock into Transactions

To start tracking products in Kladana, first create and complete the product cards. Then, enter your product data for each warehouse into the system.

If some products have already been stored in a warehouse, you can register them as stock using a Stock Adjustment. Stock levels can be uploaded into Kladana using the stock import.

If you have purchased products from a counterparty, record the transaction using a Receiving. You can import the list of product items into the Receiving from an Excel file. The list should include all relevant product details, such as prices, quantities, tax rates, and other relevant information.

• Stock Import
• Import of Product Items

Stock Import

1. In the Kladana workspace, select Inventory → Products and Services.
2. Click Import and select Import from Excel.
3. Click Upload and select the Excel file containing the list of products you want to add. After the file is uploaded, a data preview window opens.
   
   If this is your first import, click Download sample file — a sample Excel file will be downloaded to your computer. Make sure the file you want to upload matches the structure of the sample.
   
4. In the Search updates by menu, select how to identify existing product items: by UUID, SKU, Name, External Code, EAN13, EAN8, Code128, UPC, Supplier Code, or Auto-search. We highly recommend selecting UUID to prevent duplication during import. The UUID is a unique identifier assigned to each product item in Kladana.
5. Check Update only existing products (do not add new products), if your file contains new product items that should not be uploaded to Kladana.
6. Check Update existing images to replace images for product items that already exist in Kladana.
7. Select the target warehouse and your company where the stock should be adjusted.
8. Map the columns in your table to the corresponding fields in the system. For the column containing stock values, select Stock.
9. If a column should not be uploaded, select Do not upload from the list.
10. Click Start Import.
11. Wait for the import to complete and view the results. To check the import status and results, click on the user icon and select Settings → Data Exchange → Import.

Import of Product Items

Let’s regard how to import product items into a transaction, using Sales Order as an example.

1. In the Kladana workspace, select Sales → Sales Order.
2. Click +Order.
3. Specify the Counterparty, Company, Transaction currency, and Warehouse.
4. Click Import and select Excel / CSV file from the dropdown menu.
5. Click OK to save the changes in the transaction. The import window will open.
6. Click Upload and select the Excel file containing the list of products you want to add. After the file is uploaded, a data preview window opens.
   
   If this is your first import, click Download sample file — a sample Excel file will be downloaded to your computer. Make sure the file you want to upload matches the structure of the sample.
   
7. Check I want to update existing products, if your file contains new product items that should not be uploaded to Kladana. Check I want to create new products, if you want to upload new items.
8. Check Update existing images to replace images for product items that already exist in Kladana.
9. Map the columns in your file to the corresponding fields in the system. To do this, click on the column header and select the appropriate field name from the list.
10. To add Quantity and Price of product items to the Sales Order, create columns with the same names in the Excel file and enter their values. Please note the following:
    • If the imported file includes data in the Price, Tax rate, or Country columns, this data will be used in the transaction. Values from the product cards will be ignored.
    • If you want to import product items but use prices from their product cards, remove the Price column from the imported file.
    • If the Quantity column is missing, each product item will be added with a default quantity of 1.
    • If a product item’s Quantity is 0, it will not be imported into the transaction.
11. Click Start Import.
12. Wait for the import to complete and view the results. To check the import status and results, click on the user icon and select Settings → Data Exchange → Import.