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Importing Products – Berlin


At a Glance



Open the “Inventory” Module and navigate to “Import products (beta).”

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1. Import file

Supported file formats are CSV, XLS and XLSX.

It is recommended to use the example XLS-file provided in the import page (click “download example product template”).

Most of the columns will be mapped to Erply product fields automatically with this template. Otherwise only some of the columns will be mapped automatically.

Maximum file size is 8MB.

Regular products:

Each product must be on a separate line.

Matrix products:

Each matrix variation must be on a separate line.

Each variation line must contain a code or name of the matrix product.

If the variation code column is mapped, variation codes must be on every line and codes must be unique.

There is no required column order.

You may delete unused columns in the xls-template.

2. Upload file and set Import Options


Select the import file from your computer by clicking “Browse”.


The selected warehouse will be used for stock replenishment and inventory registrations.
Matching Existing Products
The import checks whether the product already exists in ERPLY. If it does, then it will be updated. Existing products will be searched by Code, UPC/EAN code or Name. Please read the more detailed description below.

Add or update

By default new products will be added and existing ones will be updated.

If you select “Only add new,” new products will be added and existing products will be skipped.

If you select “Only update existing,” new products will be skipped and existing products will be updated.

Archived products

Ignore archived – archived products will be not matched with products in the import file.

Update archived where possible – archived products will be updated if matching products are found in the import file.

Click “Preview” to continue.

3. Import preview

Here you can review the same import options as described above.

On the row “File:” you can see the first (title) line of the import file.

If a title is not fully displayed, move the mouse over it and the full title will be displayed.

Beneath each title is a drop-box for column mappings.

Available Erply fields are logically grouped and most important fields are highlighted.

Review automatically mapped fields and manually map any other  fields you wish to import.

Colored texts in the beginning of the rows indicate which rows will be added and which will updated or skipped.

If columns are mapped correctly, click “Test the import by importing 10 rows.”


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4. Import test

You’ll see import results for first 10 rows. This allows you to confirm that your import columns were properly mapped and that the information is being imported as expected.

Click “See in ERPLY” to open an imported product.

If first 10 rows were imported as expected and no duplicates were created, click “Start import”.

5. The import process

Import is running server-side and you may close the import window after clicking “Start import”.

Progress of the running import will be displayed again if you reopen the import window.

If some rows in the import file were invalid, there will be a notice after import stating that “Import finished, but not all rows were successfully imported.”


Matching Existing Products

Single match by field

If you select only one field to match products by, ERPLY will look up exact matches. Be aware that spaces at the beginning or end of the field make a difference. Letter case (capital or lowercase letters) does not make a difference.

  • Code “4332 ” is not equal to “4332” because of the spaces at the end of first code
  • Code “A332” is equal to “a332”
  • If there are more than two matching products in ERPLY, the import tool will pick a random one.

Multiple match by fields

If you choose multiple fields to match by, then the import tool will try to find the best match. The logic used by ERPLY is as follows:

  • A product in ERPLY with exactly the same field values is matched first (See Example 1, below).
  • If some “match by” fields are not set for the row, then the empty values are ignored. The product in ERPLY will be matched only by non-empty fields (Example 2).
  • If there is no product which matches all fields, the import will try to match based on as many fields as possible until it finds a match or there is no product in ERPLY that has any common matching fields (Example 3).
  • If there are more than two matching products in ERPLY, the import tool will pick a random one (Example 4).


Match by: Code, UPC/EAN

Product 1 in ERPLY: Code: “shirt-red”, UPC/EAN: “10001”

Product 2 in ERPLY: Code: “shirt-red”, UPC/EAN: “10002”

Example 1: Following row will match Product 2:

Code: “shirt-red”, UPC/EAN: “10002”

Example 2: Following row will match Product 1:

Code: “”, UPC/EAN: “10001”

Example 3: Following row will match Product 1 and overwrite the Code with new value:

Code: “shirt-green”, UPC/EAN: “10001”

Example 4: Following row will match random product:

Code: “shirt-red”, UPC/EAN: “”

Pricelists and Matrix Products


Open the “RETAIL CHAIN” module and navigate to “Price Lists.” Create price lists to which you will import prices. Later you can map these price lists to certain columns in the import file.

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Matrix Products

Matrix products can be imported the same way as regular products. Open the “Inventory” Module and navigate to “Import products (beta).”

From the regular imports page, ‘select import matrix products,’ highlighted below. Matrix products cannot be imported with a regular products import, and regular products cannot be imported with a matrix import.

From the matrix products page, a file can be loaded. Selecting the example matrix template, highlighted below, outlines how to import in the correct format.




Importable Fields

Importable Fields for Regular Product Import


– Code


– Code 3

– Manufacturer code

Name and description

– Name ENG

– Description

– Long description

Origin and grouping

– Product group

– Product category

– Priority group

– Supplier

– Country of origin

– Manufacturer

– Brand

Pricing, taxing and cost

Import allows to use prices with comma separator (100,10) and with point separator (100.10) or without any separator (100).

– Net sales price

– Sales price with tax

– Product cost

– Tax %

– Tax free (yes/no)


You can use maximum 50 pricelists for one import.

– Price (pricelist A)

– Price (pricelist B)

Measures and weight

– Weight

– Packed weight (gross weight)

– Length

– Height

– Width

– Volume

Stock keeping and delivery

– Non-stock product (yes/no)

– Unit

– Amounts in packages (separate with spaces)

– Usual delivery time

– Reorder point

– Restock level

Inventory Registration

– Inventory Registration Quantity

– Inventory Registration Price


– Product is active (yes/no)

– Status (active/archived/no longer ordered/not for sale)

– Show in webshop (yes/no)


– Attribute

Importable Fields for Matrix Product Import

m – will be imported to matrix products

v – will be imported to variations

m&v – for matrix products and also for variations (if similar column for variation is not specified)

Variation Dimensions

v – Color

v – Size

Matrix Code

m – Code


m – Code 3

m – Manufacturer code

Matrix name and description

m – Name ENG

m&v – Description

m&v – Long description

Matrix & Variation measures and weight

m&v – Weight

m&v – Packed weight (gross weight)

m&v – Length

m&v – Height

m&v – Width

m&v – Volume

Matrix & Variation status

m&v – Product is active (yes/no)

m&v – Status (active/archived/no longer ordered/not for sale)

m&v – Show in webshop (yes/no)

Matrix & Variation taxing

m&v – Tax %

m&v – Tax free (yes/no)

Matrix & Variation stock keeping and delivery

m&v – Non-stock product (yes/no)

m&v – Unit

m&v – Amounts in packages (separate with spaces)

m&v – Usual delivery time

Matrix & Variation origin and grouping

m&v – Product group

m&v – Product category

m&v – Priority group

m&v – Supplier

m&v – Country of origin

m&v – Manufacturer

m&v – Brand

Variation code

v – Code


v – Code 3

v – Manufacturer code

Variation name and description

v – Name ENG

v – Description

v – Long description

Variation pricing and cost

v – Net sales price

v – Sales price with tax

v – Product cost

Variation Pricelists

v – Price (pricelist A)

v – Price (pricelist B)

Variation measures and weight

v – Weight

v – Packed weight (gross weight)

v – Length

v – Height

v – Width

v – Volume

Variation stock keeping and delivery

v – Non-stock product (yes/no)

v – Amounts in packages (separate with spaces)

v – Usual delivery time

v – Reorder point

v – Restock level

Variation Inventory Registration

v – Inventory Registration Quantity

v – Inventory Registration Price

Variation status

v – Product is active (yes/no)

v – Status (active/archived/no longer ordered/not for sale)

v – Show in webshop (yes/no)

How to Import Products Into a Complex Products Tree

First, create your product tree, with all of the groups and subgroups you’d like. This can be accomplished in the Product Groups option in the dropdown menu of the PIM module.

Above is the list opened all the way down.

Alteration can be made by right-clicking a category. The options menu that will display upon doing so is shown below.


  • Groups may have subgroups with the same name, so we’ve pre-pended them with the names of their parent group to avoid confusion. This is a good practice.

Once your groups are created, create your import list.

  • In the column for ‘Product Group’ put the lowest group that product is in.
    • For lipstick the product group is Cosmetics:BeautyProducts:MakeupMisspellings, extra spaces, and differing cases may create new product groups.