OVERVIEW
- Use the Xero CSV template file to create your inventory items in bulk.
- The CSV template can also be used to update the details of items of already created in Xero.
- You'll need to have the Xero Adviser or Standard user role to import inventory.
1: Download the inventory items template file
In the Accounts menu of Xero, select Inventory.
- Click Import, then select Items.
- Click Download template file to download the blank template to your computer.
Open the downloaded template file using a spreadsheet program such as Microsoft Excel.
2: Enter or copy your inventory items into the template
The template contains the headings under which you need to enter or copy your inventory item details.
Enter or copy your inventory item details in the appropriate columns in the CSV file, one item per row, before you save the file to your computer.
The Reece price file columns are displayed as the following:
Make sure you follow these rules when entering detail into the template:
- Leave the first row in place as the header row. If you delete the header row, Xero will not import your file.
- All columns must stay in the same order as Xero's template file. If you're copying data from another system, make sure you copy Xero's format exactly.
- ItemCode is the only field that is mandatory. You can use a combination of numbers and letters in the ItemCode column (up to 30 characters). All other columns are optional. If you don't use a column, leave that column blank. Don't delete the column from your file.
- If you are using Excel to create your CSV file take care not to enter figures and symbols which Excel could automatically reformat as dates or numbers as this data may cause all or some of your import to fail.
- Maximum number of inventory items you can import at one time is 1000. Xero can import up to 1000 file lines, not including the header.
TIP: Using tracked inventory? For any items you want to track, you must specify accounts in the InventoryAssetAccount and CostOfGoodsSoldAccount columns. Use the accounts you created when setting up tracked inventory.
3: Import your inventory item file
In the Accounts menu, select Inventory.
- Click Import, then select Items.
- Click Browse and locate and select the file that you saved on your computer.
- Select Continue.
4 - Review and confirm the inventory item import:
Xero checks your file and confirms the number of items that will be created or updated and displays any errors. If Xero displays an error, open your file and check the row and column specified in the error message. You can see detailed guidance about each column in the import file, below.
Click Complete Import to finish the import or click Back if you want to revise the import file and import it again.
COLUMNS IN THE XERO ITEMS TEMPLATE EXPLAINED
Warning: Take care when you enter item detail into the template that you identify tracked items correctly. Complete the InventoryAssetAccount and CostofGoodsSoldAccount columns to set an imported item as tracked or not. You can only change a tracked item to an untracked item in certain circumstances.
|
COLUMN |
EXPLANATION |
|
ItemCode |
The code you use for your inventory item. This is the only mandatory column on the template.
|
|
ItemName |
The name you use for your inventory item. ItemName can have a maximum of 50 characters. |
|
PurchasesDescription |
The description of the item you want to appear on purchase orders, bills and spend money transactions. Each description can be up to 1000 characters long. |
|
PurchasesUnitPrice |
The price you pay for the item in your base currency, up to 4 decimal places. If you enter bills on a tax-inclusive basis, enter the price including GST. Otherwise enter the price excluding GST. |
|
PurchasesAccount |
If you want to track an item - Leave the PurchasesAccount column blank. Xero will use the account code from the CostofGoodsSold column on the template for this item instead. |
|
PurchasesTaxRate |
Enter the exact name of the tax rate in Xero for purchases of your inventory item. |
|
SalesDescription |
The description of the item you want to appear on quotes, invoices and receive money transactions. The description can be up to 1000 characters long. |
|
SalesUnitPrice |
The price you charge for the item in your base currency, up to 4 decimal places. If you create invoices on a tax-inclusive basis, enter the price including GST. Otherwise enter the price excluding GST. |
|
SalesAccount |
Enter the chart of accounts code for sales of your inventory item. |
|
SalesTaxRate |
Enter the exact name of the tax rate in Xero for sales of your inventory item. |
|
InventoryAssetAccount |
If you want to track the item, enter the chart of accounts code you want to use for the item's asset account. For example, if you want to code an item to, say, account 650 Inventory as your inventory asset account, enter 650 in the InventoryAssetAccount column. If you use anything other than the code, you'll get a warning when you try to import the file and Xero won't import the field. |
|
CostofGoodsSoldAccount |
If you want to track the item, enter the chart of accounts code you want to use for the item's cost of goods sold account. For example, if you want to code sales of an item to, say, account 430 Cost of Goods Sold, enter 430 in the CostofGoodsSoldAccount column. If you use anything other than the code, you'll get a warning when you try to import the file and Xero won't import the field. |
Want someone to guide you through the integration? Please call the external support team on 1800 719 653.
Please Note: These instructions have been taken off the Xero website to assist Xero users to upload their maX pricefile, which is called an inventory in Xero: https://central.xero.com/s/article/Import-inventory-items-into-Xero