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Adding Products via Inventory Spreadsheet

Effectively managing your inventory is essential for smooth business operations. MyTime simplifies this process by allowing you to add new products seamlessly through a spreadsheet. In this article, we'll take you through the step-by-step process.

Things to know:

  • When importing products into MyTime, the matching process is based on specific columns labeled as "matcher." For a successful match and recording of data, products are matched using a combination of three columns: Name, Category, and SKU Name.
    • Ensure that these fields are entered in the correct order for each product in your spreadsheet.
    • Changing any of these matching fields for an existing product will result in the creation of a new product rather than updating the existing one.
  • Managing Existing SKUs during Import in MyTime - The radio buttons at the bottom of the page allow you to specify how existing SKUs are handled:
    • Update Existing Inventory: If selected, existing SKUs that are not on the import sheet will not be deleted. Only new products or updated information will be added, leaving existing SKUs untouched.
    • Overwrite and replace inventory: If selected, the process becomes more comprehensive. Before selecting this option, carefully review and verify the details you intend to overwrite, as the changes will be propagated to all instances of the product across all locations associated with the account.
      • Only existing SKUs associated with products having multiple SKUs will be updated or removed.
      • Existing SKUs not present on the import sheet will be removed from the inventory.
      • For each product name on the import sheet, it is crucial to include the quantity of each SKU Name/SKU Number associated with that product.
      • SKUs without a specified quantity for the respective product will be deleted from the inventory.
      • Edits made to product details, including brand, SKU #, barcode, description, etc., are reflected across all locations in your inventory.

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To access the inventory spreadsheet:

  1. Navigate to POS > Inventory 10431471-dbde8702d1b15dedca9a51e0582af81a.png
  2. Select the Import link at the bottom right of the page 10431605-30834ef00cde3b783dac0e2016a25a07.png
  3. The screen below will appear, select Download spreadsheet  10431633-a3ac7d16641a5bb03a8e48f80a71efa5.png
  4. The first tab of the excel document (labeled INSTRUCTIONS) explains how to enter your inventory.
  5. Use the second tab (labeled SKU) to enter your inventory information.
    • Product Name - This field is required and is a matcher. Enter the product name that this
      SKU corresponds to.
    • Product Brand - Brand of the product
    • Product Category - This field is required and is a matcher. Category associated with
      the product; you can add multiple categories, just separate using a comma.
    • Product Vendor - Vendor responsible for supplying the product.
    • Product Description - Text description of the product, often provided by the
      manufacturer
    • Sell Product to Clients? - ("Y" or "N") Should this product be sold to customers via the
      POS? Taxes will be applied.
    • Commission Eligible? - ("Y" or "N") Can this product be applied to retail commissions?
    • Discontinued? - ("Y" or "N") Can this product be ordered?
    • SKU Name - This field is required and is a matcher. The full name of the SKU
    • SKU Number - The unique stock-keeping unit associated with the specific version of a
      product
    • Vendor SKU Number - The Product Number the vendor assigned to the SKU, if
      different than the Manufacturer’s SKU number
    • Min - The quantity at which you want to be alerted to re-order on MyTime
    • Barcode - The number appearing directly below the barcode image on the SKU. You
      can add multiple barcodes, just separate using a comma.
    • Max - The quantity of each SKU you want to maintain; used to calculate the reorder
      amount
    • Price - This field is required. The price paid by the client for the SKU
    • Cost Basis - This field is required. The price paid to the vendor for the SKU
    • Expiration Date - The expiration date of SKUs (leave blank if this does not apply)
    • Current Retail Stock - The current retail stock at the time the report was exported
      from MyTime
    • Current Back Bar Stock - The current back bar stock at the time the report was
      exported from MyTime
    • New Batch Date Added - The date the new batch was added to your inventory.
    • New Retail Batch Quantity - The quantity of retail SKUs that you are stocking as part
      of a new batch or shipment (you must use this if the cost or expiration date differs from
      previous batches). Note if this column is used, the Current Stock column will be ignored.
    • New Back Bar Batch Quantity - The quantity of back bar SKUs that you are stocking
      as part of a new batch or shipment (you must use this if the cost or expiration date
      differs from previous batches). Note if this column is used, the Current Stock column will
      be ignored.
    • New Cost Basis - The cost of SKUs in the new batch
    • New Expiration Date - The expiration date of SKUs in the new batch (leave blank if this
      does not apply)
    • Retail Enabled - Indicates the SKU can be a retail item
    • Back Bar Enabled - Indicates the SKU can be a back bar item
  6. When you are finished entering your inventory information into the MyTime Inventory Spreadsheet, make sure to save the excel file
  7. Next, return to the Import section of the Inventory page, select the location then the Upload button 17610731-32306b492734dbe6b8f426669a5ffa96.png
  8. When your file is uploaded, select Import 17610788-80dc44ecd33ade91442b4fc86c6d73f6.png
  9. Your products are now added and will appear in your Inventory section of MyTime

If you have any questions about adding products to Inventory, contact our Support Team at support@mytime.com.  

 

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