Import raw materials via a CSV file

Table of Contents

Overview Before you begin Steps Step 1: Download the template Step 2: Complete the template Column reference Formatting rules Step 3: Import the file Verify the import Common errors and warnings

Overview

You can import raw materials in bulk from a CSV file instead of adding them one at a time. This is particularly useful when you are first setting up this functionality, and you need to load your existing packaging and flavoring catalog (bags, labels, boxes, cans, flavorings, and so on) all at once.

This article is for anyone who maintains the raw materials catalog for a roasting operation.

Before you begin

This feature requires the Resource planning add-on, or an Advanced or Enterprise package. If you are not sure which package covers your account, contact Cropster support.
Raw materials CSV import runs on a desktop or laptop browser only, and is not available on mobile or tablet.
CSV import only creates new raw materials. It cannot update, archive, or delete existing items.
CSV import does not cover bills of materials (BOMs).
An import either succeeds completely or fails completely. If one row has a blocking error, no rows are imported.

Steps

Step 1: Download the template

In the navigation bar at the top of the page, click Commerce > Raw materials.

On the Raw materials overview, click CSV import, next to + Add raw material.

The import page will open.
Click Download template.

The template contains the correct column headers and two example rows.

Step 2: Complete the template

Open the downloaded file in a spreadsheet application, such as Excel, LibreOffice, or Google Sheets, then replace the example rows with your own data. The example values, such as Example Label Roll 40mm and EXAMPLE-SKU-001, are deliberately obvious, so that example data cannot be mistaken for real data.

Note: No import history is available, so save your CSV file after you fill it in.

Column reference

The following table lists every column and shows examples of two valid rows.

Name (required)	Item type (required)	Base unit (required)	On-hand (required)	SKU (optional)	Lead time (days) (optional)	Reorder point (optional)
Example Label Roll 40mm	Label	Pieces	35	EXAMPLE-SKU-001	7	50
Example Cardboard Box S	Box	Pieces	200		5	100

Formatting rules

Column mapping: Column headers are matched to the required fields automatically where possible. You map any column that is unrecognized, or that appears in a different order from the template, before you import. Extra columns are ignored.
Item type: Enter Bag, Label, Box, Can, Flavor, or Other. Values are not case sensitive, and must be in English. If a value is unrecognized, the row is still imported with Item type set to Other, and the row is flagged after the import, so that you can reclassify it from the Raw materials overview.
Base unit: Enter pieces, kg, g, lb, oz, l, or ml.
On-hand: A number of 0 or more.
Lead time (days): A whole number of 0 or more.
Reorder point: A number of 0 or more, in the same unit as Base unit.
Name and SKU: Both must be unique within your file, and unique against your existing raw materials catalog. Uniqueness is not case sensitive. A SKU is optional, and a SKU that you provide must still be unique.
Duplicate rows: If two or more rows are identical in every column, only one row is imported, and the duplication is flagged after the import. If two rows share a Name or a SKU but differ elsewhere, the whole import is blocked until you correct them.

Base unit cannot be changed after a raw material is created, so check this column before you import. An unrecognized Base unit value blocks the entire import.

If you need a unit that is not on the list, contact Cropster support.

Step 3: Import the file

Click Browse files, then upload your completed CSV file. The file must be in .csv format, and no larger than 1 MB.
Review the Column mapping section below the upload. This section lists how each column in your file matches the Name, Item type, Base unit, On-hand, SKU, Lead time (days), and Reorder point fields. Recognized headers are prefilled, and a sample value from your file appears next to each field.
For any field that is not prefilled, click the matching column in the dropdown next to that field. The sample value updates immediately, so that you can confirm the column. If an optional value is empty in the first row of your file, the sample stays empty.
Note: Your column mapping is stored in this browser, so a later file with the same column headers is prefilled with the same mapping, even when the columns appear in a different order. The mapping is not shared with other browsers, computers, or users.
At the bottom of the page, click Import.

Verify the import

The result depends on the contents of your file.

Outcome	What you see
Every raw material is imported	The Raw materials overview opens with a confirmation message: "Raw materials imported. [#] items added to the overview."
The file is imported, and some rows are worth reviewing	The same confirmation message appears, along with a dismissible banner on the Raw materials overview. The banner lists the affected raw materials and the reason for each flag, such as an unrecognized Item type. After you dismiss the banner, it does not appear again.
The import fails	You stay on the import page. The error appears below the file name, and Import is disabled. Remove the file, correct your CSV file, then upload it again.

Common errors and warnings

Message	What it means	What to do
Invalid file type.	The file that you uploaded is not a `.csv` file.	Save your file as CSV, then upload it again.
File size must be less than 1 MB.	Your file is larger than the 1 MB limit.	Split the file into smaller batches.
Missing required column: [column name]	Your file does not include one of the required columns: Name, Item type, Base unit, or On-hand.	Add the missing column, using the exact English header name from the template.
Missing required field: [field name]	One or more rows leave a required column blank.	Enter the missing value in every row.
Invalid lead time, on-hand, or reorder point value	One of these columns contains a value that is not a number of 0 or more. A Lead time (days) value must also be a whole number.	Correct the value, then upload the file again.
Duplicate SKU or Name in the file	Two or more rows share a Name or a SKU, ignoring case, but are not otherwise identical.	Give every row a unique Name, and a unique SKU where you provide one.
Name or SKU already exists	A raw material with that Name or SKU is already in your account. CSV import creates new raw materials only.	Use a unique Name and SKU, or update the existing raw material directly in Cropster.
Base unit not recognized	One or more rows use a Base unit value that is not supported. The whole import is blocked.	Use one of the supported units: `Pieces`, `kg`, `g`, `lb`, `oz`, `l`, or `ml`. If you need another unit, contact Cropster support.
Item type not recognized	A row has an Item type value that is not supported. The row is imported with Item type set to `Other`. This appears after the import, and not as an error.	No action is required unless the classification matters to you. Reclassify the raw material from the Raw materials overview.

If this article does not cover your issue, contact Cropster support.