How to upload inventory items in bulk?


What is it doing? 

Your inventory items are anything you buy from an external supplier. Items are incredibly important as they are the foundation of your MarketMan account. They are the items you will be counting, ordering, using to build recipes, etc. 

This upload is for adding new items, not for editing existing items. If you're looking to edit existing items, check out the bulk update options in MarketMan!
For multi-chain with HQ - all of this is done in HQ!

  1. Go to "Inventory" > "Inventory items" 
    Click on "Add" > then "Import from Excel" > "Upload an Excel"
  2. Scroll all the way down, and click on "Download sample file"
    We're updating the file format from time to time, so it's important to get a fresh one :)
  3. Open the Excel file. There are many columns in this file, but not all of them are mandatory, so if you're short on time or information, not to worry!
    The mandatory information you'll need to get for your inventory items upload is as follows: 

    • Name of the item (A) - as appears on your supplier's invoices
    • Supplier name (B) - as you want it to appear in MarketMan
    • Product Code (C) (if used by the supplier on invoices)
      • This is really important for placing and receiving orders, especially if you're using
        scanning to receive!
    • UOM (I) - Unit of measurement 
      • MarketMan uses weights/volume for this
        (ml, L, gal, fl-oz, cl, lb, kg, oz, gr. but you can also use EA as needed)
    • Unit qty (J) - How much of that UOM do I have in each pack?
    • Pack quantity (K) - How many inner-packs do I have per case?
    • Category (H) - the category you want to have the item in
    • Price (E) - current price from your supplier. 
  1. Go to "Inventory" > "Inventory items"
    Click on "Add" > then "Import from Excel" > "Upload an Excel"
  2. On the right side of the screen, click on "Browse files" and select the file you created.
    You can also drag the file to this box instead!
  3. Scroll down to the bottom of this screen and click on "Continue"
  4. You'll see a preview chart of the final upload. 
    MarketMan will color the errors in  RED and notices in  ORANGE .
    Errors in red are mandatory to fix before upload. this will mostly be misspelling or wrong type of information (text instead of numbers, or wrong UOM that's not acceptable in MarketMan)
    Notices in orange, are just there to indicate a new supplier name, category etc.
  5. Review the errors, then click on "Continue" on the bottom when you have 0 red errors.
    You'll see the progress of your upload on the screen. Depending on the file size, this might take a few minutes.  You can click on "Continue" and navigate away from this page whike the items are uploading in the background.
    We recommend waiting until you see the progress of at least 1% before clicking "Continue"' just to make sure everything is going smoothly.
  6. If you stay on the upload window, you'll see a detailed confirmation once the upload is done.
    MarketMan will display the qty of items uploaded, the total qty of items, and any new additions that were added during this upload. (like: new suppliers, new categories, etc)
    Click on "Continue" to exit this page and view the inventory items list:
Mastering bulk upload - Non-mandatory fields on your Excel upload!

There are so many fields you can pre-populate on the Excel upload to save yourself some bulk updating later on. If you already have the information, and Excel is not a threatening word, you might want to take the extra time and set things up on the Excel sheet.

  • Min Change (L) - if you're required to order in specific increments (half a case, 2 cases) you can set this up here.
    This is set up by UOM, so if your minimum ordering is 1 wine bottle out of a case, you should set it up as min change 750. You only need to enter the number in the Excel, the UOM is already set!
  • Min on hand (M) - you can set up alerts for low inventory levels. This is set up by UOM as well.
  • Par level (N) - While you can set this up here, it's much easier to set per case on the ordering screen, so we recommend waiting with that!
  • Single accounts: You can add storage areas (R - AA) and have up to 10 columns for the upload!
  • Multi-locations with HQ:  You can add Assortments right from the upload!
Merging items on file upload 

You can merge items from the Excel upload!
If you buy the same item in 2 sizes or from 2 suppliers, you can merge the 2 purchase options right from the upload! 

  1. Make sure the item you want to merge into appears higher on the Excel list (or already exists in MarketMan)

  2. Copy the exact name of the item, and enter into the cell under "Merged inventory item name" (P)
    Make sure the items are of the SAME UOM!

  3. If both are new items: you can also create an "internal name" for the purchase option, by adding the same simple name as "merged inventory item name" for both items.

    This Excel:

    Will create this item:
Extra tips - from the experts!
  • If you are in a taxable locale (UK, France, etc.) then you will also have a tax column. In this column you should write the tax rate of the inventory item. So if the tax rate is 5% just write 5 in the cell. If the tax rate is 11% just write 11 in the cell. Note that this column will only show up for specific taxable locales

  • If you already have suppliers and categories in MarketMan that you're looking to add more items into, make sure the information of these fields in the Excel is matching 100% to the spelling and spacing you have in MarketMan. If the spelling or spacing is different, a new supplier / category will be created during the upload.
    Be super careful with supplier names- those cannot be changed after the upload!

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