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Items Import and Export Inventory

Aaron Levy avatar
Written by Aaron Levy
Updated over a month ago

Managing your inventory is easy with Vibe. Import records via spreadsheets to quickly update or migrate data from other platforms, or export inventory to review, back up, and share information effortlessly.

Importing Items

Importing items is the fastest way to add or update multiple products in bulk. To import your items follow the steps below:

  1. From your dashboard, click the Inventory tab.
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  2. Select the Items tab to view your item list.
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  3. Click the three dots (...).

    Select Excel Import.
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  4. To import items, start by downloading a template. You can choose from the options below:

    • Existing Items template
      Includes all current items for updating.

    • New Items template
      A blank file for adding new items.

    Fill in or update your data, then upload the file back into the system.

  5. The system will automatically attempt to recognize and match spreadsheet columns to the database.

    Once all fields are matched, proceed to the next step to validate the file and complete the import.

  6. Validate data and Complete Import.

    Click the Complete Excel Import button to finish the importing process.

  7. If successful, a confirmation message will appear.

Note:

  • If you see “Spreadsheet Column Mapping Complete,” everything matched successfully.

  • If not, check your columns. The Item Name column is required. Without it, the import cannot proceed. Other fields are optional.

  • Items without Variations, it refers to single items, there are no colors or sizes to choose from.

  • Items with Variations, refers to single items having colors or sizes to choose from that each have different barcodes.

Failed Imports

If errors occur, the import will fail. In this case, no changes will be applied.

Note:

  • The system will show which rows contain errors.

  • Fix the listed issues in your spreadsheet, then re-upload to continue.

  • You can import multiple item numbers by separating them with a | (pipe) symbol in the Item Number column.

  • You may need to adjust data during import. These adjustments will not prevent your import from completing but are important to review.

  • Warnings may appear if an Item ID was left out, or if you tried updating a deleted item.

  • These warnings indicate the system corrected the issue automatically and should not affect the results.

Exporting Items

Exporting items is useful for reviewing your data, creating backups, or sharing records outside the system. Follow the steps below to export your items:

  1. From your dashboard, click the Inventory tab.

  2. Select the Items tab to view your item list.

  3. Click the three dots (...).

    Select Excel Export.

  4. An Excel file will automatically download to your computer.

    You can open it in any spreadsheet program to:

    • Review your item data

    • Share with colleagues

    • Make updates for re-importing

Note:

  • If no search results appear and you’re viewing your full inventory, the system will generate an Excel file containing all items.

  • If you search by category, item name, or any other filter before exporting, the Excel file will include only the items matching your search.

  • For faster importing and to prevent server overload, we recommend breaking large Excel files into smaller groups of 5,000-7,500 lines.

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