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Add and edit articles using inventory import

How to add or edit articles, SKUs or specifications using inventory import.

Inventory import is a powerful tool to add and update a large number of articles and SKUs at once. With inventory import, it is easy to move your existing inventory to Rentle, or do mass edit actions to your articles.

On this page

 

When to use inventory import

Exporting your existing inventory

Inventory import is useful if you have an existing inventory to move to Rentle. Most softwares support exporting your inventory data as a CSV file. You can export your existing data, use Excel or any other spreadsheet software to format it to fit the import format of Rentle, and import your whole inventory to Rentle at once.

Adding new articles and SKUs

When adding new inventory articles, all the essential data, such as article codes, SKUs, purchase prices and other article specifications, might already be in an Excel or a CSV file. With inventory import, it's easy to upload all the new article data using a CSV file, and they will be added to your inventory in an instant. Many times, adding a lot of new articles manually to Rentle is not feasible, and it is much faster with the import functionality.

Editing multiple articles at once

Sometimes you need to update multiple articles at once. You might want to mark multiple items as Out of use, or add a new Purchase price column for all your inventory articles. With inventory import, that is as easy as exporting your existing inventory as a CSV, editing it using your favorite spreadsheet software (such as Excel), and importing the data back to Rentle.

 

How import works

To use inventory import:

  • Select Inventory from the main navigation
  • Click Import from the right-side of your Inventory Articles table toolbar
  • Upload your CSV file
  • Review and confirm that the import is correct, and click Confirm import
  • Your inventory will be automatically updated with the added and updated inventory articles, SKUs and Specifications from the import

Data format of the inventory import

The inventory import upload supports CSV or TXT file formats. The easiest way to get a CSV file in the correct format is to export your existing inventory. You can then do necessary changes to it using Excel or any other spreadsheet tool, and upload the updated CSV using the inventory import view.

Your inventory's exported CSV file has a few important formatting rules so it can be used as the template for the import CSV file:

  • The first row of the exported CSV is a header row that helps Rentle to identify the column. This should not be modified.
  • The seconds row is a localization row, and helps the store to understand what the column is. If you want to add or edit your own specifications, you should edit the values in this row (see the "Size" column in the example below). The naming of the predefined inventory columns cannot be changed.
  • The first column is "id", and includes the internal ID of an article. This column should not be modified. When adding a new article, this cell should be left blank.


Next, we will go through all the supported columns for the inventory import CSV file. An example of an inventory import file might look like this:

id

article_code

sku_code

sku_name

status

type

quantity

 

Internal ID

Article ID

SKU Code

SKU Name

Status

Type

Quantity

Size

 

BIC-1

RO-BI

Road bicycle

IN_USE

single

1

Large


List of the supported import columns:

  • id (Required) - An internal ID used to identify an existing article in the inventory. If you are adding a new article, leave this field blank.
  • article_code - The barcode or other store identifier of the article. This can be a single value, or a comma-separated list if the article has multiple identifiers. This field is required for single articles.
    • Valid values: a single text string, or comma-separated list. Example: A12, B12
  • sku_code - The SKU code of an article. This is required for new articles.
    • Valid values: Any SKU code
  • sku_name - The SKU name of an article. If this is changed for an existing SKU code, the SKU will be updated with this name. This is required for new articles.
    • Valid values: Any SKU name
  • store - The name of the store where the article should be added to. This column is only used if your account has multiple stores. If you have multiple stores, this is required for new articles.
    • Valid values: The name of your store
  • status - The current status of the article. If adding/editing a bulk article, you can define multiple statuses and quantities for each status using the format STATUS:QTY,STATUS:QTY. Example: IN_USE:20,OUT_OF_USE:5

    • Valid values: IN_USE, OUT_OF_USE, SOLD or LOST
  • type - Defined if the article is tracked individually, or if the article is bulk. Each individually tracked article have a quantity of 1 and an article code that allows the store to track the usage of a single article accurately. Bulk articles have only a total quantity, but the single items are not tracked. 

    • Valid values: single, bulk
  • quantity - The total quantity of the article. Must always be 1 for single items. For bulk articles, it must match the total sum of the quantities of the statuses.
    • Valid values: 1 for single articles, any number for bulk articles
  • Any own columns - All other user-added columns will be created as new Specifications. If the name of an existing user-defined column is modified, it will update the name of that Specification.

Note: Some columns found in the CSV export are automatically ignored if they are found in the imported CSV files. These are for example: usageCount, usageHours, state. The values of these columns cannot be changed using the inventory import.

Import example

In the following example case, we use a store that has a single Road Bicycle in their inventory:


Screenshot 2022-02-28 at 16.20.05


The store receives new bicycles and helmets and wants to add them to its inventory. The store has received:

  • 1 new Road Bicycle
  • 1 new Street Bicycle, which they still want to keep as not available for bookings
  • 20 new bike helmets
  • The store also wants to start tracking the purchase prices of all their inventory articles.

First, we want to export the existing inventory to get a CSV file in the correct format to easily add the new updates. When clicking "Export" from the toolbar of the articles table, the following CSV file is downloaded (opened in Excel):

Screenshot 2022-02-28 at 17.00.54


To do the new updates to the inventory, we will:

  • Add another article row for the existing Road Bicycle (RO-BI) SKU with an identifier BIC-2
  • Add a new a single article row BIC-3 that has a new SKU Street bicycle (ST-BI). we mark it as Out of use.
  • Add a new bulk article row with a new SKU Bike helmet (BI-HE) and a quantity of 20
  • Add a new Specification "Unit price" by adding a new column, and add the purchase prices for both the existing article row and all the new article rows.

The CSV file to import now has the following format. Note that the usageCount, usageHours and type columns have been removed from the file. Values of these columns cannot be changed via the import, and they are automatically ignored in the import.

Screenshot 2022-02-28 at 22.08.43


Next we go to Inventory, click "Import" in the toolbar of the Articles table, and upload the above data in a CSV file to the import file upload. We see the following import confirmation view:

Screenshot 2022-02-28 at 17.26.27

Screenshot 2022-02-28 at 17.27.49


The import confirmation view will show, which articles and fields will be updated, and all the new articles that will be added. It will also list all the new specifications and SKUs. This view helps you to confirm that the import is correct. In case some fields are incorrect, it will also show those and guide you to fix them.

In our case, everything looks ok. We click "Confirm import", and our inventory will be updated with the new changes:

Screenshot 2022-02-28 at 17.29.26