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How to Quickly Add Inventory Items in a POS Software System Using Excel

Managing a retail or restaurant business without a good POS system is almost impossible in this age. Any businessman in these industries needs to be technologically well equipped to succeed in such a highly competitive market. Most successful businesses choose from the best POS systems, like CISePOS, so that they remain in control of their inventory, benefit from better and easy management, professional staff supervision, and customer satisfaction. However, to new customers, shifting to a POS Software System, learning it from the start can be a bit hard. Even in the easy to use POS systems, a little demo or training is needed before you can conduct your business smoothly with a POS.

On the other hand, choosing CISePOS can majorly help you shift towards technology easily. With an extremely user-friendly dashboard and UI, and with simple guides like this any retailer or restaurant operator can start rolling in sales through the right POS system for them, easily and quickly.

As such, if you’re a restaurant owner/retailer who deals with a large inventory, updating your POS Software System individually through complexities and managing them can take a long time. But, CISePOS Software Solutions brings you a way easier than ever to add and manage inventories by importing them through an excel sheet. Don’t waste your time on other POS’s systems that demand a long management time! Efficiently, add all your inventory items to the CIS POS Software System and start managing it easily, all in one go!

Getting Started with CISePOS

pressing add items in pos

To get started for adding inventory items available for sale in the POS Software, simply head on to your POS and click on Items > List Items from the menu available on the right side of the screen. This will lead you to the Item List page.

On the top right of the screen, click on ‘Import Page’ shown in light blue. You should now be at the ‘Item Import’ page.

While creating excel files is a task for skilled people, CISePOS has made it extremely easy for retail/restaurant operators by providing samples and easy requirements to make an excel sheet, that anyone can easily make in a small amount of time.

On the ‘Item Import’ page, click on the first option that says ‘Download Sample .csv File’ in light blue. Download and open the file on any Microsoft Excel. If you don’t have Microsoft Excel, you can alternatively use Google Sheets.

How to Use Google Sheets for Adding Items in the POS Solution

using google sheet for POS

To open the sample through Google Sheets, simply open a Google Sheets tab on a new page by clicking here. Press File > Open > Upload > Select a file from your device.

uploading items file to google sheets for pos software system

This will open your Downloads folder. Click on ‘Item Sample.csv’ in your Downloads folder, and press ‘Open’. You should now see a Sample spreadsheet on your computer. From here on, the procedure is the same as for Excel users.

Using an Excel Sheet to Add/Import Items in your POS Software System

After opening the file by using Microsoft Excel or Google Sheets, you will be shown a sample spreadsheet. This shows the format of adding items by showing the tabs you may need for your items.

NOTE: You can choose to skip a column if you don’t need one. The correct way to do it is to keep the cells of the Column you want to skip empty. DO NOT delete the column.

creating items for pos in excel

Bar Code: Bar Code column should always be Column A. Below (from Cell A2) you can assign Barcodes to your items. The barcodes should be unique. For many products, you can choose sequence-based bar codes easily by typing a sequence, for example, 001 in A2 and 002 in A3. Select the two cells. Click on the bottom right corner with the plus (+) sign and drag it down for the number of items you have.

Item: Item should always be in Column B. In this column, you can type the name you want to assign to your items.

Category: Category should always belong in Column C. In this column, you can assign categories to the items mentioned in Column B.

Subcategory: Subcategory should always belong in Column D. Here, you can assign subcategories to your corresponding items.

Purchase/Sales Rate: Add your item’s Purchase Rate in Column E and Sales Rate in Column F. This will help you later for calculating Sales, Purchase Expenses, and Profits.

Unit: In Column G, you assign units to your items. Unit is the measurement base for your item e.g. grams, kilograms, dozen, liters, etc. This assigns weightage to your items added before.

Tax Name: In this Column, you can add the tax you want to charge on all items. Create a tax your business deals with from CISePOS Menu > Settings > Taxes > Add a Tax. Fill the column with the name of that tax to charge it on all items.

Supplier: In Column J, you add your suppliers for items. Adding Suppliers can help the POS Software System to show your relationships with each supplier later on.

Brand/Color/Size: In Columns K, L, and M, you assign Brand Name, Color, and Size to your items. This can help you categorize your items based on these, later on if needed.

Congratulations! You’ve created a successful spreadsheet. MS Excel users can save it, while Google Sheets users can download it from File > Download > .csv. You’re just one step away from having all items added to your POS Software System now.

Adding Categories, Sub-Categories, and Items on the POS System

You now have to go back to your POS Software System and create the Categories, Sub-Categories, and Classification of Items you have mentioned in the spreadsheet. Here’s how to do that.

Categories/Sub-Categories: From the POS Menu, head on to Categories/Sub-Categories > Add Categories/Sub-Categories. Now on the page that shows up, click on ‘Add Categories/Sub-Categories’. For each Category/Sub-Category you have mentioned in the spreadsheet, add their name and click on Add.

adding categories in pos software system

Unit/Brand/Supplier/Color/Size: While the approach is similar to setting Categories/Sub-Categories, to add classifications head on to Items > Unit/Brand/Supplier/Color/Size > Add Unit/Brand/Supplier/Color/Size. On their pages, click on Add Unit/Brand/Supplier/Color/Size, and add all the Units, Brands, Suppliers, Colors, and Sizes you have mentioned in your spreadsheet.

adding units in pos

Importing Items to the POS Software System from an Excel or Google Sheet

The only thing left to do now is import. Head on to the List Items page, as you did before, and click on Import Page. Now, choose whether you want the import to skip, replace, or update the existing items already added to the POS Software System (if any). After checking, click on Choose File and Open the saved spreadsheet. Finally, press Import.

importing an item sheet in POS software system

Congratulations! You’ve added all your inventory items to the fast POS System in one go! After any submission, the page should notify you of a successful import or if any error occurred. From here on, you can use your CISePOS to record and manage all your sales and inventory efficiently!