Items can be added or updated in bulk using a pre-filled Excel form. Each row is matched by UPC. If the UPC doesn't exist in FieldStack, a new item is created; if it matches an existing item, that item is updated.

Fields

These are the fields that are necessary in the Excel File for items to be uploaded or updated properly.  A sample excel file can be found at the bottom of this page.

• UPC
  • Additions and edits occur only when a UPC is present. If a UPC is not included in your file, the system will consider this to be a new item and will create an internal GTIN when the form is saved.
• Product Source Group
  • This can be a new alpha numeric sequence 10 characters or less (for a new vendor or new product group) or match an existing PSG.
• Manufacturer Name
• Manufacturer Code
• Name Internal
• Extended Name Internal
• Category
  • Should be entered on the excel file as a code
• Secondary Category
  • Should be entered on the excel file as a code
• Type
  • Should be entered on the excel file as a code
• Cost Price
• List Price

Other fields that are good to include:

• Taxability
  • True or False
• Item Number
• Description Internal

Note: As a safeguard against accidental data loss, blank cells in your spreadsheet will never overwrite or clear existing data in FieldStack. If you need to intentionally clear a value, see Clearing Fields below.

Clearing Fields

To clear a field value on an existing item, load the item into the Bulk Item Editor, then manually delete the value in the grid before saving. Only the following fields can be manually cleared:

Text Fields

• Name Internal
• Extended Name Internal
• Description Internal
• Extended Description Internal
• Name External
• Extended Name External
• Description External
• Extended Description External
• Product Source Group
• Manufacturer Code
• Manufacturer Name
• Item Number
• Item Number Ext.
• Price Code
• Additional Information
• External Search Terms
• Web Description (HTML)
• Manufacturer Description (HTML)

Date Fields

• Start Selling Date
• Stop Selling Date
• Return Date
• Last Order Date
• Block Sale Date

If multiple items need to be cleared/ updated, right-clicking the field with the correct data with bring up a selector to Set All or Set Selected to bulk-update other fields.

Uploading

Once your Excel file has been edited to include all the necessary columns and any other columns you want to include, you will need to upload it into the FieldStack application. Having column headers that match what is in the bulk edit form will make the import easier.

1. Save your excel file to a known location and close it.

2. Go to Options > Bulk Load Items or Inventory > Bulk Load Items

3. In the lower left Select a File by clicking the ellipsis button.

4. After choosing your file it will begin to load into the form. If one of your columns names does not match a FieldStack data name exactly it will ask you to map it to a value.

5. Your data will load into the form. Every field that will be added/updated will show in yellow in the grid.

• Reminder: Category, Extended Category, and Type fields should use corresponding codes in bulk load file. FieldStack Support can provide your codes if needed.
• Information can still be edited on this form.

7. The lower right will show how many new items will be added (Insert) and how many exiting items will be edited (Update).

 
8. Check both or either depending on the desired outcome and click Add to Database.

9. A pop-up will alert you how many rows succeeded or failed.

10. Click OK to update the form and see any items that failed. 

• In the example below our fifth item failed because the UPC was not valid. While the system tried to insert it, this could not happen because the UPC is missing its checksum digit. This will also happen if that number is incorrect and will not pass through UPC validation.

 
10. Any failed lines may need to be reviewed and manually entered at a later time.

11. The form may be closed.

Editing multiple existing items

If you have a file from a vendor, such as an Excel item list with new cost or prices, that file can be reduced to only the columns you need to update in FieldStack as long at the UPC for each item is included in the file. This will only work if the items exist in FieldStack already.