Context

Many new RapidBar customers have some experience with inventory. Some even have an existing list of their products on a spreadsheet.

RapidBar makes it easy for you to upload this data in one batch instead of manually adding all products one by one.

While you can use any spreadsheet and match columns to RapidBar data fields using the importer, the preferred method to to it is to download our free Excel template and paste in your own data in the available columns.

The main advantage of using our free template is that all the fields available in RapidBar are included so your data can be structured in a compatible way right from the start.

This article explains the data structure of RapidBar’s Excel product import template.

Pasting data in the template

Mandatory columns (Columns A to D)

Product name

This column should contain the product names.

Product size

In this column, add the product size in a numerical format. The product size is often found on the label. some examples:

• 355ml can of a soft drink or any other beverage: Enter “355”
• 1kg of flour: Enter “1”
• Products purchased by the pound or kg: Enter “1”
• Straws or Napkin: Enter “1”

Size unit

This column should contain the unit associated with the size from the previous step. Following the same example as in the previous step:

• 355ml can of a soft drink or any other beverage: Select “Millilitre”
• 1kg of flour: Select “Kilogram”
• Products purchased by the pound or kg: Select either “Pound” or “Kilogram”
• Straws or Napkin: Select “Unit”

Note: it’s important to use the spelling provided in the cells drop down so that the units can be recognized during the import. Here’s a liste of available units:

• Mililitre
• Centilitre
• Liter
• Imperial fluid ounce
• Imperial fluid quart
• Imperial fluid gallon
• US fluid ounce
• US fluid quart
• US fluid gallon
• Miligram
• Gram
• Kilogram
• Solid ounce
• Pound

Recipe unit

RapidBar allows to use a different unit in recipes than the unit of the product size. Here are 2 common examples:

• A liquor bottle is purchased in mililitre (e.g. 750 ml) but is added to recipes (sold to your customers) in ounces (e.g. 1.5 oz per drink)
• Flour purchased in kilogram (e.g. 10 kg bags) but added to recipes in grams

Note: it’s important to use the spelling provided in the cells drop down so that the units can be recognized during the import. The available units are the same as for the product size above.

Optional columns (Column E and on)

• Category – A category name for the product. Products categories are used to sort products in reports
• UPC Barcode – The universal product number, often found under the barcode symbol on the product packaging
• Empty weight – Needs to be in grams. Used with portionable products that are will need to be weighed in inventories, it’s the empty weight of the container. E.g. empty bottle weight, bucket weight, etc.
• Full weight – Same as above but for the full container. E.g. an unopened (full) bottle.
• Supplier – The supplier of that product. Additional product can be added later.
• Supplier reference number – Some suppliers require custom reference numbers that need to be included when placing an order with them.
• Pieces per pack – The number of unitary products (Product described in the product size column) in a package from the supplier. Leave it blank for 1 or edit it for the pack size. E.g. if the product comes in a case of 36, write 36.
• Cost – The cost of the above quantity. If 1, add the cost for 1 unit and if a pack (2 and more units), include the price of the pack.
• Pack barcode – The UPC code of the pack if present.
• Size description – A custom value that will be appended in parenthesis after the product description in search results. E.g. Soda 355 ml – 1 un (Can)
• Pack description – Same as above but for packs. A custom value that will be appended in parenthesis after the pack description in search results. E.g. Soda 355 ml – 12 un (Case)

Importing products from a spreadsheet

1. Prepare your spreadsheet data
2. Navigate to the “Products” page
3. Click the “Spreadsheet import” button
4. Follow the instructions on the screen