Skip to content

How to import items into a stock document from a CSV file in Inventory

Fill the Items list of a stock document from a spreadsheet instead of typing each line. This guide covers the template, the review step and common messages.

Level: intermediate · Updated 27 Oct 2026

Before you start

If you have hundreds of items to bring into a stock document, typing each line is slow. Inventory lets you fill the Items list from a CSV file instead. A CSV file is a simple spreadsheet export that you can create in Excel or Google Sheets. You review every row before anything is added, so a mistake in the file will not change your stock by surprise.

Before you start

  • Your items must already exist in Inventory. The import matches each row to an existing item by its code or name.
  • Your warehouses must already be set up, if you want to name them in the file.

Prepare the file

  1. Open a new stock document, for example Opening Stock, from New document on the documents page.
  2. In the Items section, select Download template. You get a CSV file with only the heading row.
  3. Open it in your spreadsheet program. The columns are Item Code, Item Name, Warehouse, Batch, Serial Number, Unit, Quantity, Rate, Expiry Date and Narration.
  4. Add one row per line. Each row needs an item code or an item name, and a quantity above zero.
  5. Save the file as CSV.

Import it

  1. In the Items section, select Import CSV. The Import items from CSV window opens.
  2. Select the box that says Choose a CSV file and pick your file.
  3. Wait while Inventory matches each row to an item. The note above the list shows how many rows are ready, for example 12 of 14 rows ready.
  4. Check the Status column for each row. Ready means the item was found. Pick item means it was not matched, so use the item box in that row to search and choose the right one. Error means the row cannot be imported until you correct the file.
  5. Select Import followed by the number of lines, for example Import 12 lines. The lines are added to your document.
  6. Review the lines and save the document as you normally would.

Good to know

  • Only the first 300 rows are shown. For a bigger file, import in batches.
  • If a warehouse name in the file is not found, the default warehouse of the document is used, and the row shows a warning. If there is no default warehouse either, set one before you continue.
  • Batch numbers, serial numbers and expiry dates are not assigned automatically. After the import, open the line and pick or create the batch or serial numbers there.
  • Nothing is added to the document until you select the Import button.

If something goes wrong

  • If you see That file has no header row, use Download template to get the right columns.
  • If a row shows No item code or item name, fill in at least one of them.
  • If a row shows Quantity must be greater than zero, correct the quantity.
  • If the Import button is greyed out, there are no ready rows yet, or matching is still running.

Related articles

Steps

  1. Start a new stock document such as Opening Stock.
  2. In the Items section, select Download template and fill it in.
  3. Select Import CSV and choose your saved file.
  4. Check the Status of each row and pick the item where it says Pick item.
  5. Select the Import button showing the number of lines, then save the document.

Troubleshooting

Still stuck? Contact support or ask in the community.