Updating Products via Inventory Spreadsheet

Modified on Wed, 9 Apr at 11:15 AM

In this article, we will guide you through the steps on how to update products via an Inventory Spreadsheet.

Things to know:

There are two ways to update inventory in MyTime:
- Bulk Updates: Export your current inventory, make changes in the MyTime Inventory Spreadsheet, and then re-import the updated file. (Best for bulk updates.)
- Manual Updates: Update each product individually. (Best for small adjustments.) Learn more here.
Additionally, you can update products using CSV files in a zip format through the "Ingest Data" feature. This functionality is controlled by a hidden setting, which can only be enabled by the MyTime team. To enable this feature, please contact our Support Team at support@mytime.com.

To get started:

Go to POS > Inventory
Select the Export link at the bottom right of the page
A spreadsheet that has a title with the location name and date will download. Click on the exported file to open the spreadsheet.
The first tab of the excel document (labeled INSTRUCTIONS) explains how to enter and update your inventory. Once you have read these instructions, click on the second tab (labeled SKU) to view and update your inventory list.
The SKU tab will contain the inventory information from your MyTime account. Make all your inventory updates in this spreadsheet. You can change and update any information you like
Here are some examples of updates you may need to make:
- Product name, category, and SKU are required fields and matchers. They must be entered in order for the data in that row to be recorded. These columns are labeled matcher and will be used to map, or match, the product on your sheet to the product that you already have in MyTime.
- If you get a new shipment, you can either update your Current Stock (column R) to reflect the new total stock, or you can add the shipment quantity to New Batch Quantity (column U).
- If the product's cost has changed, enter the new product cost in the New Cost Basis column.
- You can also add an expiration date for perishable items in Column Q.
When you've finished making updates, save the spreadsheet
Select the Import link at the bottom right of the page
Next, return to the Import section of the Inventory page, select the location then the Upload button
When the file is uploaded, select the applicable radio button
- If Update existing inventory is selected, then existing SKUs will not be deleted if they are not on the import sheet
- The Overwrite and replace inventory option only updates/removes existing SKUs for products with multiple SKUs. Existing SKUs will be deleted from inventory if they are not on the import sheet. For each product name on the import sheet, you must include the quantity of each SKU Name/SKU Number associated with that Product Name, or else that SKU will be deleted from inventory.
- If you edit details such as brand, SKU #, barcode, description, etc, and the "Overwrite and replace inventory" option is selected when importing - the edits will reflect at all locations
Next, select Import
Your updated inventory will now appear in the Inventory section of MyTime. If you have a long inventory list, it may take a few minutes to update.

The table below provides information on what should be added to each field in the spreadsheet.

Field	Description
Product Name	The name of product
Product Brand	The brand of the product
Product Categories	Category associated with the product. You can add multiple categories by separating them with commas.
Product Vendor	The vendor responsible for supplying the product
Product Description	A text description of the product, typically provided by the manufacturer.
Sell Product to Clients?	Indicate whether this product should be sold via POS by entering Y or N. Taxes will be applied to POS sales.
Commission Eligible?	Determine whether staff should receive commissions when this product is sold by entering Y or N.
Discontinued?	Determine whether this product remains available for clients by entering Y or N.
Sku Name	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 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	The price paid by client for the SKU
Cost Basis	The price paid to vendor for the SKU
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 if the SKU should be in the retail inventory.
Back Bar Enabled	Indicates if the SKU should be in the back bar inventory.
Delete Product and all its SKUs?	Determine whether the product and all its associated SKUs should be deleted by entering Y or N.

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