Formatting Retail POS (R-Series) product data for import into Retail POS (X-Series)

To begin formatting your Retail POS (R-Series) product data for import into Retail POS (X-Series), download the Retail POS (X-Series) product template spreadsheet file below.

This is a pre-formatted template that includes all the relevant column headers for product information that is compatible in Retail POS (X-Series). 

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Download template

We strongly recommend opening the Retail POS (X-Series) product template spreadsheet file in Excel or using free spreadsheet software such as Open Office to retain the formatting required.

Understanding the product fields

Use the drop-down menus below to compare the Retail POS (R-Series) product data equivalent to Retail POS (X-Series) and how to format these for import:

System ID

Retail POS (X-Series) term

  • ID

Column header

  •  id

Description

The ID is a unique product identification number Retail POS automatically generates for each product when a product is created. The ID is used for identifying products and will mostly be used when editing existing products.

Notes

Leave the ID field blank when you're creating new products. If this field has any data, the products will be ignored and not created in Retail POS (X-Series).

You likely printed the System ID on your Retail POS (R-Series) barcodes, therefore when formatting your import spreadsheet you should map the System ID field to the SKU field in Retail POS (X-Series). 

Custom SKU

Retail POS (X-Series) term

  • SKU

Column header

  • sku

Description

The SKU (stock keeping unit) code for your product. One of the biggest benefits to retailers is the ability to use a scannable product barcode as the SKU. This allows you to scan the barcode on the sell screen in order to add it to a sale. The SKU also adds a uniquely identifiable search term in reporting that allows you to drill down to a specific product.

It can be a code you make up and use yourself, or it could be an existing code belonging to the product already, such as the barcode.

Multiple SKUs can be added to one product. Refer to our UPC, EAN, ISBN, ITF, JAN, and other scannable barcodes in Retail POS for instructions on how to do this.

Notes

We recommend that you import the SKU in Retail POS (X-Series) as the value printed on your barcode. That’s likely the System ID from Retail POS (R-Series), but could also be the Custom SKU. Note that in X-Series you can only import into the SKU field and not the additional “SKU Codes” which can only be manually added.

UPC

Retail POS (X-Series) term

  • SKU

Column header

  • sku_code_upc

Description

This is the Universal Product Code as determined by the manufacturer.

Notes

Multiple SKUs can be added to one product. Refer to our UPC, EAN, ISBN, ITF, JAN, and other scannable barcodes in Retail POS for instructions on how to do this.

EAN

Retail POS (X-Series) term

  • SKU

Column header

  • sku_code_ean

Description

EAN is known as either International Article Number or European Article Number, which is similar to UPC.

Notes

Multiple SKUs can be added to one product. Refer to our UPC, EAN, ISBN, ITF, JAN, and other scannable barcodes in Retail POS for instructions on how to do this.

Manufacturer SKU

Retail POS (X-Series) term

  • SKU

Column header

  • sku_code_custom

Description

Retail POS (X-Series) does not directly support Manufacturer SKUs, however, these can be captured as a custom SKU.

Notes

Multiple SKUs can be added to one product. Refer to our UPC, EAN, ISBN, ITF, JAN, and other scannable barcodes in Retail POS for instructions on how to do this.

Item

Retail POS (X-Series) term

  • Name

Column header

  • name

Description

This is what your product is called (e.g "Tiger T-shirt").  The name will form the cashier-facing product name on the sell screen. It will also be displayed on customer-facing material, such as receipts, and printed on labels. It is also used for admin-facing functions, i.e reporting, and stock orders/transfers.

The name will also be used to group products with variants. If you have products with variants, ensure that the product name is the same for all the variants in the same group.

Notes

The name can have letters, numbers, and symbols in this field but do not include #, $, or & symbols. Each product name must be unique from other products.

If your product is a variant, the name will be used to group products with variants in CSV imports. All variant products within the same family must have the same name.

Description

Retail POS (X-Series) term

  • Description

Column header

  • description

Description

The description of your product.

When integrating with an e-Commerce platform, the description will form the customer-facing description of your product in your online store.

Notes

This field can have letters, numbers, and symbols. 

Brand

Retail POS (X-Series) term

  • Brand name

Column header

  • brand_name

Description

This should be the name of the brand your product falls under.

You can use the brand name to filter, search, and run reports. It is also one of the search term that can be used to set promotions. 

Notes

This can be made up of letters, numbers, and symbols.

Category

Retail POS (X-Series) term

  • Product type

Column header

  • type

Description

The product type is the high-level category that a product belongs to (e.g 'Clothing', 'Accessories', or 'Services').

Used for product grouping to optimize filtering and searching. This can be used to define reporting on a certain group of products, and to set promotions.

Notes

Categories in Retail POS (R-Series) can also include up to nine sub-categories, however, Retail POS (X-Series) only includes one product type per product. To import all sub-categories, use tags instead.

Tags

Retail POS (X-Series) term

  • Tags

Column header

  • tags

Description

Tags are lower-level sub-categories that the product belongs to. These can be used for more in-depth filtering when using the product catalog and reporting functionality within Retial POS (X-Series).

Notes

There is no limit to the number of tags that can be added to a product. Tags can be made up of letters, numbers, and symbols (e.g "Casual", "Cotton", "Summer Range", or "Mens").

Leaving this column blank for existing products will overwrite any existing types. If you do not wish to replace these types, delete the column (along with the "type" header)

Price

Retail POS (X-Series) term

  • Retail price

Column header

  • retail_price

Description

This is the price that your customers will pay for the item. It offers the ability to set, edit and maintain the price your customers will be charged for a product.

Notes

The retail price should be entered as a numerical value. Don't include a currency sign. 

Tax-exclusive stores: this is the price of your product before tax is added

Tax-inclusive stores: this is the price of your product including tax

MSRP

Description

This is the Manufacturer's Suggested Retail Price. ​​

Notes

This field does not exist in Retail POS (X-Series).

Default Cost

Retail POS (X-Series) term

  • Supply price

Column header

  • supply_price

Description

This is the value that you purchase the item for per unit. It can be tax exclusive or inclusive, depending on your accounting needs. If your product price fluctuates, you can specify the exact supply price for each order when you complete a stock order.

Notes

It is strongly recommended to include a supply price when creating products. This enables accurate reporting/accounting as supply price directly affects both cost of goods sold (COGS) and average cost.

If the supply price isn't added before an inventory movement/sale is made with the product, the COGS will be calculated at zero dollars, affecting the average cost and reporting.

The supply price should be entered as a numerical value. Don't include a currency sign.

Tax class

Retail POS (X-Series) term

  • Tax rate

Column header

  • Outlet_Tax_[YOUR OUTLET NAME]

Description

The tax rate applied to the product at each outlet (location).

Notes

You need to create a column specific to each outlet (location). If you wish to use the default tax rate, type "Default tax".

To change the tax rate, you will need to create an alternative tax rate before applying it to a product. You can be adde/manage these by navigating to Setup > Sales taxes. Then, enter the tax rate name in your sheet exactly as it appears in Retail POS (X-Series).

Leaving the field blank will not overwrite existing data. If you want to update a rate to default tax, type "Default tax".

Vendor

Retail POS (X-Series) term

  • Supplier

Column header

  • supplier_name

Description

This is the company that supplies your shop with the item. You might have multiple suppliers for a single item, but you will always have one brand.

Notes

It is not possible to import data about suppliers (contact name, address, phone number, etc.) however you can manually add them.

Vendor ID

Retail POS (X-Series) term

  • Supplier code

Column header

  • supplier_code

Description

The supplier code is the code used by a supplier to identify the product. It can be useful when creating a purchase order to avoid miscommunications and errors. It can also be used for product filtering and searching.

Notes

The supplier code name can be made up of letters, numbers, and symbols.

Not all suppliers will use their own codes or these may be the same as your SKUs/product barcodes, which is why the field is not mandatory.

Matrix attribute set

Retail POS (X-Series) term

  • Variant option name (attribute)

Column header

  • variant_option_one_name
  • variant_option_two_name
  • variant_option_three_name

Description

In Retail POS (R-Series), matrix attribute sets typically reflect the options by which variants within a matrix can vary. Some common ones are "flavor" (if one option), "color/size" (if two options) or "color/size/fit" (if three options).

In Retail POS (X-Series), these are called variant attributes (variant option names when formatting a CSV spreadsheet). Each variant in your speardsheet can have up to three attributes (e.g. "color", "size" and "fit"). Once you define the names of the attributes, you can then add the variant's corresponding value for each variant option (e.g. "red", "medium", "classic"). Variant option names and their corresponding variant option values all need to be entered in separate columns.

For further information on formatting products with variants, refer to the Adding products with variants section below.

Notes

The attribute needs to define the type of variation that the product is offered in (e.g. "color", "size", or "fit").

A variant product can have up to three individual attributes (using the subsequent Variant_Option_Two_Name and Variant_Option_Three_Name columns)

Matrix attribute

Retail POS (X-Series) term

  • Variant option value

Column header

  • Variant_option_one_value
  • Variant_option_two_value
  • Variant_option_three_value

Description

The variant value is directly related to the attribute and defines the variation of the product within a product with variants family (e.g "red" for the "color" attribute or "large" for the "size" attribute)

For further information on formatting products with variants, refer to the Adding products with variants section below.

Notes

Each variant product can have up to 200 values total across the attributes.

Adding standard products

A standard product is a single product with a single SKU and its own inventory.

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When creating a standard product, you will first need to give your product a name. Each product name must be unique from other products, and we strongly recommend not using vague names such as "t-shirt" if your store is likely to have more than one t-shirt product. Instead, you would call this "Lightspeed Tiger T-shirt".

You can choose to create your own SKU for this product or have Retail POS automatically generate a SKU by leaving the field blank. 

We strongly recommend adding a supply price for the product to ensure your cost of goods sold reporting is calculated correctly moving forward. 

Your product will also require a retail price. Leaving this column blank will result in the product being priced at zero dollars. 

To add additional standard products, simply move to the next line and repeat the steps above as many times as required.

Adding products with variants

A product with variants is a product that is offered in different variations, such as size or color. Each variant is a unique SKU with its own inventory.

R-To-X-Migration-CSV-variants.png

When creating a product with variants, it's important that each variant product has the exact same name. This is what will group the products together. We recommend using the copy + paste function to ensure that each variant matches. Any variant that does not match, will be ignored when imported.

Each variant must have matching variant options (variant_option_one_name, variant_option_two_name, or variant_option_three_name) such as "color", "size", or "flavor", up to three attributes. Otherwise, the product will be ignored when imported.

Each variant must also have a variant value (variant_option_one_value, variant_option_two_value, variant_option_three_value) such as "red", "large", or "strawberry" that relates to each variant option. These cannot be left blank.

  Important

Each product with variants can have up to 200 variants total. If the product has more than 200 variants, the product import will be ignored.

The first variant in the group must also include any information about that product group, such as type, tags, brand, supplier, and description. The subsequent variants will not require these fields to be filled.

Adding product images

Retail POS merchants do not currently have the ability to bulk upload images to products and these must be added at an individual product level. 

To add images to your products once they have been imported, navigate to Catalog > Products and locate the product you wish to add image(s) to. 

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Click the product to expand and click Edit. Scroll to the Upload Images section and either drag your image(s) into the image box, or click browse to upload images manually. Select the images you wish to add to the product and click Apply.

Click Save to finish.

Assigning images at a variant level

To assign images at a variant level, follow the steps above to add all image to your product with variants and then scroll to the Variants section.

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For each variant, click the variant to expand and click the Image tab. Click Choose an image for this variant and select the image you wish to assign to the variant from the images you uploaded above.

Once selected, click Apply. Do this for all variants and click Save to finish.

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