How to Bulk-Import Products into Tracepos
How to Bulk-Import Products into Tracepos
Last Updated: July 22, 2025
This is the main guide for populating your Tracepos account with your products. Importing your product list allows you to quickly add your entire inventory, including stock levels, pricing, and supplier information, in a single step.
Crucial Prerequisites: Before You Begin
Before you can import your products, your Tracepos account must be correctly set up. The product import template requires information that must already exist in the system.
Please complete the following four setup steps before proceeding.
1. Import Your Product Categories
Your product sheet will require you to assign a category to each item. You must import your categories list first.
- Action: Follow our guide: How to Bulk-Import Product Categories
2. Import Your Product Brands
Every product can be assigned to a brand. This list must exist in the system before you import your products.
· Action: Follow our guide: How to Bulk-Import Brands
3. Create Units of Measurement
You need to define how your products are sold (e.g., "piece", "pack", "kg", "bottle"). These units must be created in your settings before you can assign them to products in the import sheet.
· What is a Unit of Measurement? It is the standard by which a product is sold or measured. Selling a drink by the "bottle" is different from selling it by the "case". Defining these units is essential for accurate inventory tracking.
· Action: Follow the guide to create all necessary units: How to Create Units of Measurement
4. Create Taxes (VAT)
If you charge tax on your products, you must create the tax type (e.g., VAT) in your settings first.
Action: Follow the guide to create your business taxes: How to Add Tax on Tracepos
Once you have completed all four of these prerequisite steps, you are ready to import your products.
Step 1: Download the Product Import Template
- From your Tracepos dashboard, navigate to the side menu and click on Inventory Management.
- From the dropdown menu that appears, select Inventory, and then choose Products from its submenu.
[Screenshot of the Tracepos side menu with "Inventory Management", "Inventory", and "Products" highlighted.]
- On the Products page, click the Import Products button located at the top left.
[Screenshot of the Products page with the "Import Products" button clearly visible.]
- A new screen will appear. Click on the blue hyperlink text that says "Click here to download sample csv file". This will download the template named sample_products.csv to your computer.
Step 2: Understanding and Filling the Product Template
This is the most detailed step. Open the sample_products.csv file in Excel or Google Sheets. Below is a detailed explanation of each column. The names you use for unit, category, brand, tax, and warehouse must EXACTLY match what you have created in Tracepos.
|
Column Name |
Explanation |
Example |
|
name |
(Required) The name of your product as it will appear on receipts and in reports. |
S21 Pro |
|
item_code |
(Required) The product's unique identifier, SKU (Stock Keeping Unit), or barcode number. If the product has no official barcode, you can create your own unique code here. |
6786883 |
|
barcode_symbology |
The type of barcode you are using. CODE128 is the most popular and recommended choice. Other options include CODE39, EAN8, EAN13, and UPC. |
CODE128 |
|
description |
A brief description of the product. This is optional. |
Latest model with 256GB storage |
|
unit |
(Required) The unit of measurement for this product. This must match a unit you created in your settings. |
piece |
|
category |
(Required) The category this product belongs to. This must match a category you previously imported. |
Mobiles |
|
brand |
The brand of the product. This must match a brand you previously imported. |
Sony |
|
tax |
The name of the tax applied to this product. This must match a tax you created in your settings. Leave blank if not taxable. |
VAT |
|
mrp |
Maximum Retail Price. Set to 0. |
0 |
|
purchase_price |
(Required) The cost price of the product (what you paid to acquire it). Enter numbers only. |
650 |
|
sales_price |
(Required) The selling price of the product (what the customer pays). Enter numbers only. |
700 |
|
purchase_tax_type |
How purchase tax is calculated. Choose exclusive (tax is added on top of the purchase price) or inclusive (tax is already included in the purchase price). |
exclusive |
|
sales_tax_type |
How sales tax is calculated. Choose exclusive (tax is added on top of the selling price at checkout) or inclusive (tax is already included in the selling price). |
exclusive |
|
stock_quantity_alert |
The low-stock threshold. When the quantity in stock for this item reaches this number, it will appear in your low-stock reports, reminding you to reorder. |
10 |
|
opening_stock |
(Required) The current quantity of this item you have in stock right now. |
20 |
|
opening_stock_date |
The date you counted your opening stock. Optional, but recommended to use the current date. (Format: YYYY-MM-DD) |
2025-07-22 |
|
wholesale_price |
If you offer a discount for bulk purchases, enter the special wholesale price per unit here. |
680 |
|
wholesale_quantity |
The minimum quantity a customer must buy to get the wholesale_price. Leave blank if you don't offer wholesale pricing. |
50 |
|
expiry_date |
If the product expires (e.g., food, medicine), enter the expiry date here. (Format: YYYY-MM-DD) |
|
|
batch_number |
(Required if using Expiry Date) The batch or lot number for this expiring product. This is essential for tracking specific batches. |
|
|
warehouse |
(Required) The name of the warehouse or store where this stock is located. This must exactly match a warehouse name from your Settings. |
main shop |
Step 3: Upload the Product File to Tracepos
Once you have filled out and saved your sample_products.csv file, you can upload it.
1. Return to the Import Products screen in Tracepos.
2. Click the Choose File or Upload button.
3. Locate the sample_products.csv file you just saved and select it.
4. After the file name appears on the form, click the final Import button.
[Screenshot of the import modal with a product file selected and the "Import" button highlighted.]
The system will now process your file. This may take a few moments depending on the number of products. Once complete, you will receive a success message, and all your products will be visible in the Products section.
Congratulations! Your business is now fully stocked and ready to start selling with Tracepos.