Import or export the catalog
To take over an existing catalog or update your prices in bulk, import a file instead of entering the records one by one. Export works the other way round.
Before you start
- Importing requires the Excel import of items and Create and edit permissions; exporting requires Excel export of items.
- If you have both permissions, Export and Import are in the More actions menu (keys E and I with the menu open). With only one permission, the button appears directly in the toolbar.
Prepare the file
The template contains a header row and two examples (an item, a service). Columns are recognized by their name:
| Column | Content |
|---|---|
| Code | Required; used to recognize an entry that already exists |
| Designation | Required |
| Description | Optional |
| Type | “Service” (or “srv”, “2”) for a service; any other value gives a product |
| PrixVenteHT, TauxTVA | Numbers with a decimal point (for example 12.5) |
| GereStock, IsActive | true, oui, yes or 1 for yes; empty IsActive = active |
| StockActuel | Optional; the StockMin column is not imported: set the Min on the record |
| UniteVente | For example Unit or Hour |
In CSV, the separator can be the semicolon or the comma. For an Excel file, CAPPS reads the first sheet.
Import
On Products & Services, click Import. The Import Products & Services window opens.
If needed, click Download CSV template and fill it in.
Drag your file into the window or click Browse. Accepted formats: .csv and .xlsx. An old .xls file must first be saved in .xlsx format from your spreadsheet program.
Click Analyze file. The preview gives the number of valid, invalid and selected rows. The Status column shows Create, Update (code already present in the branch) or Error with the reason.
Clear the rows to leave out, then click Import. The summary shows the entries created, updated and failed, with the details of the failed rows. Click Close: the list reloads.
A row goes to Error, and cannot be selected, in these cases: “Missing code.”, “Missing description.”, “Invalid sale price excl. VAT.”, “Invalid VAT rate (0-100).”, rate not in the company's list, “Code duplicated in the file”, or value read as a spreadsheet formula. Correct the file, then go back to the start with Back.
A row in Update replaces, on the existing record, the description, the invoice description, the type, the sale price excl. VAT, the VAT rate, stock management, the sale unit and the active state; the current stock is replaced only if it is filled in. Matching is done on the code, regardless of case.
Export
Set the filters you want (type, state, search): the export uses the catalog as filtered.
Click Export. In Configure Excel export — Products & Services, select the columns (Select all), reorder them and give them an Excel Code (Auto-codes generates them).
Click Export: CAPPS prepares an Excel file and downloads it.