Stock Import Mapping

Table Of Contents

Information

This guide contains the file requirements for importing stock data into Khaos Control Cloud (KCC). This article only covers simple SKUs, a separate guide is available for SCS items (variations) here, Stock Data Import (SCS). Detailed notes and caveats can be found at the bottom of the grid below.

Creating a CSV File

To create a CSV file for importing data into Khaos Control Cloud you will need software capable of making a spreadsheet, such as Microsoft Excel or Google Sheets.

Open up the software you are using and create a new document.
In the first row you will need to enter a title for each column, so you know what data is included in the column when it comes to importing it into Khaos Control Cloud.
Microsoft Excel

Google Sheets
Now fill in each column with the matching data for each product, with each product on a new row.
Microsoft Excel

Google Sheets
Once you have entered all of the product information you will need to save the spreadsheet as a "Comma-separated Value (CSV)" file.

In Microsoft Excel you do this by clicking "File", then "Save As", then "Browse", then under "Save as type" select "CSV (Comma delimited) (*.csv)":

You can then browse and select the location to save the file, as well as give the file a name via the "File name" field, then click the "Save" button.
In Google Sheets you do this by clicking "File", then "Download", then "Comma-separated values (.csv)":

Your browser will then download the file to your default download location.

Testing your Import

Once you have CSV file setup and are ready to import your product data into Khaos Control Cloud, it is recommended that you first test this using your "Demo" Khaos Control Cloud system.

This way you can make sure that all of the required data is in the correct place, and that the import works correctly.

Import Mappings

Required Fields

Fields that are marked as "Required" must be included in the import or it will fail.

If you need to run an import more than once then all "Required" fields MUST be completed for each import.

Title	Field Name	Description	Required
International Harmonisation Commodity Codes	_HARMONISATION_CODES		NO
International Tax Rates	_INTERNATIONAL_TAX_RATES		NO
Adjust By	ADJUST_BY		NO
Adjust To	ADJUST_TO		NO
Auto Postpone Stock Assignment	AUTO_POSTPONE_ASSIGNMENT		NO
Auto Quality Check	AUTO_QC		NO
Availability	AVAILABILITY	Free text field that usually denotes a description of why a stock item is not available (e.g. "Dock strike, shipments late"), but it can be used for other purposes.	NO
Avg Weight	AVERAGE_WEIGHT	Number only that can be in grams or kilograms (consistently), used to determine the average weight of sales orders.	NO
Barcode	Barcode:BARCODE	The actual barcode, Amazon SKU or ASIN.	NO
Barcode Type/Kind	Barcode:Type	This is the type of barcode to be used in the barcode table. e.g. EAN13, EAN8, CODE39. Is also used for channel listings to store Amazon SKU and ASIN.	NO
Buy Price	BUY_PRICE	The default cost (in the system's base currency) of buying the product from a supplier (can be net or gross, but this decision will affect how your system functions) as held against the Stock Item. The Stock Buy Price is also used as the Stock Value (required for Cost of Sale analysis)	NO
Calc Net Unit (Sale)	CALC_LINES		NO
CNCODE_ID	CNCODE_ID		NO
Comment	COMMENT		NO
Stock controlled flag	CONTROLLED	Is the item stock controlled? -1 = Yes (default) / 0 = No.	NO
COS Excluded Item	COS_EXCLUDE		NO
COUNTRYMANUF_ID	COUNTRYMANUF_ID	This is the name of the Country of Manufacture for the product. The value entered MUST match the name of the country as listed in [System Data \| Countries]. This will appear on Customs Invoices.	NO
Delnote Required	DELNOTE_REQ		NO
D	DEPTH	Depth of the stock item.	NO
Item Discontinued	DISCONTINUED	This field, when used, can set the stock item as discontinued. To mark an active item as discontinued, enter a -1 in this field. To mark a discontinued as active, enter a 0.	NO
DISCOUNT_CODE_ID	DISCOUNT_CODE_ID		NO
Drop Ship	DROP_SHIP	Is the item drop shipped (i.e. despatched direct from supplier?) -1 = Yes / 0 = No.(default)	NO
Free Text Description	FREE_TEXT		NO
H	HEIGHT	Height of the stock item.	NO
ICN Code	ICN:CNCODE_ID	This field is used to attach the ICN (Intrastat) code to the stockcode. Is is essential you follow the guide here, ICN Bulk Update when using this field. This will appear on Customs Invoices.	NO
ICN Desc	ICN:SHORT_DESC		NO
ICN Sup. Unit	ICN:SUP_UNIT		NO
File Name	Image:FILE_NAME	The image's file location path which must be a publicly accessible secure URL eg// https://images.khaoscloud.com/Image1.jpg	NO
Description	Image:IMAGE_DESC	Used only as a reference where the user can hold a description of the image. e.g. Front view of or Side view of	NO
Name	Image:IMAGE_NAME	Used only as a reference. e.g. "Main Image" or "Thumbnail"	NO
Image Type	Image:IMAGE_TYPE		NO
Ord	Image:SORT_ORDER	This allows the user to control the order in which the images are used.	NO
IMAGE_FILE	IMAGE_FILE		NO
Launch Date	LAUNCH_DATE		NO
Launch Time	LAUNCH_TIME		NO
Lead Time(d)	LEAD_TIME	The number of days this item usually takes to come from your supplier.	NO
Long Description	LONG_DESC	The long description for the product, used as a telesales information and/or web site long description.	NO
Sale Limit	LOW_LIMIT		NO
Discounts Disabled	MANUAL_PRICES		NO
MANUF_ID	MANUF_ID		NO
Manufacturer name	MANUFACTURER	Note: this is not the supplier (although it could be). This value is used for reference only on the stock properties form.	NO
Max BO Qty	MAX_BO_QTY		NO
Meta Description	META_DESCRIPTION		NO
Meta Keywords	META_KEYWORDS		NO
Meta Title	META_TITLE		NO
Min Level(q)	MIN_LEVEL	Quantity - Used to show when a stock item's stock level has fallen below the minimum level	NO
Min Reorder(q)	MIN_PO_QTY		NO
Net Weight	NET_WEIGHT		NO
Non-Physical Item	NON_PHYSICAL		NO
Other Ref	OTHER_REF	Commonly used to store the bar code, if only referencing one barcode, but could be another reference for the stock item, perhaps a product code that links to your web site.	NO
Location	PICKING_LOCATION	This is a free text field to describe the location of the item.	NO
Picking Order	PICKING_ORDER	This is a text field which controls the order of items on a picking report. Format example: 000, 001, 002, etc. In the absence of picking order, picking location will be used to order the report.	NO
Postage Weight	POSTAGE_WEIGHT	Is an alternative weight that can be exported to the courier. The hierarchy is 1. Actual Weight (which is manually entered into Khaos Control Cloud, ad-hoc, when processing through the Shipping stage), 2.Postage Weight, 3.Average Weight'.	NO
Reorder Multiple	PURCHASE_MULTIPLE	When ordering from supplier this "Reorder Multiple" can be used to round quantities to the nearest pack size (e.g. eggs may be sold individually but are purchased in boxes of 6).	NO
Safe Level(q)	REORDER_LEVEL	Quantity - Used to show when a stock item's stock level has fallen below the safe level.	NO
Reorder Period(d)	REORDER_PERIOD		NO
Reorder(q)	REORDER_QTY	Re-order Quantity - The base re-order quantity to be used.	NO
Run To Zero	RUN_TO_ZERO	Use this field to mark a stock item as 'Run to Zero'. Enter a -1 to set a stock item as Run To Zero.	NO
Sales Multiple	SALES_MULTIPLE		NO
Caption describing the data in entry #1 of the SCS profile	SCS_CAPTION1	SCS Products Only - Description of the 1st element.	NO
Caption describing the data in entry #2 of the SCS profile	SCS_CAPTION2	SCS Products Only - Description of the 2nd element.	NO
Caption describing the data in entry #3 of the SCS profile	SCS_CAPTION3	SCS Products Only - Description of the 3rd element.	NO
Caption describing the data in entry #4 of the SCS profile	SCS_CAPTION4	SCS Products Only - Description of the 4th element.	NO
Separator or full template used to create child stock descriptions	SCS_DESC_TEMPLATE		NO
Part 1 of the SCS/child stock description	SCS_DESC1	SCS Only - SK Desc portion of the 1st element.	NO
Part 2 of the SCS/child stock description	SCS_DESC2	SCS Only - SK Desc portion of the 2nd element.	NO
Part 3 of the SCS/child stock description	SCS_DESC3	SCS Only - SK Desc portion of the 3rd element.	NO
Part 4 of the SCS/child stock description	SCS_DESC4	SCS Only - SK Desc portion of the 4th element.	NO
SCS Header	SCS_HEADER		NO
Part 1 of the SCS/child stock code	SCS_SK1	SCS Only - SK Code portion of the 1st element.	NO
Part 2 of the SCS/child stock code	SCS_SK2	SCS Only - SK Code portion of the 2nd element.	NO
Part 3 of the SCS/child stock code	SCS_SK3	SCS Only - SK Code portion of the 3rd element.	NO
Part 4 of the SCS/child stock code	SCS_SK4	SCS Only - SK Code portion of the 4th element.	NO
Separator or full template used to create child stock codes	SCS_TEMPLATE		NO
Sell Price	SELL_PRICE	The default selling price to the customer (can be net or gross, but this decision will affect how your system functions)	NO
Stock Description	SHORT_DESC	The short description of the stock item. This appears on picking sheets, invoices etc.	NO
Stock Code	STOCK_CODE	The unique stock code of the item.	YES
StockID	STOCK_ID		NO
Stock Type	STOCK_TYPE		NO
First level stock type (compulsory)	STOCK_TYPE1	Is the top level of stock types structure. No physical stock is held under this level.	YES
Second level stock type (compulsory)	STOCK_TYPE2	Main stock type/level - this level is where physical stock items are held and is the one used to set nominal mapping and filter on sales reports. It is the most important level of categorisation.	YES
Third level stock type (optional)	STOCK_TYPE3	Optional further type/level for use in further sales analysis, and product locating (if using 4 levels, this level acts as a mid-type header level an stock cannot be held under this level, if using 3 levels in your stock structure use stock_types 1, 2 & 4).	NO
Fourth level stock type (optional)	STOCK_TYPE4	Optional further type/category for use in further sales analysis, and product locating (if using 4 levels, this level acts as a mid-type header level an stock cannot be held under this level, if using 3 levels in your stock structure use stock_types 1, 2 & 4)	NO
Stock Value Calc Method	STOCK_VALUE_UPD		NO
Sales Order Held	STOP_ORDERING		NO
Hide Item on Price Lists	STOP_PRICELIST		NO
Sup Unit Value	SUP_UNIT_VALUE	This field is used to specify the supplementary unit value for this stockcode. This will appear on Customs Invoices.	NO
Supplier code (URN)	Supplier:COMPANY_CODE	The URN (company code) for the supplier of this item (if undefined there will be no stock / supplier links). Must match exactly on the supplier URN, which must already exist within the database.	NO
Supplier company name	Supplier:COMPANY_NAME	The Supplier Name of the supplier of this item (if undefined there will be no stock / supplier links). Must match exactly on the supplier Name, which must already exist within the database.	NO
Preferred	Supplier:DEFAULT_SUPPLIER	Indicates whether the supplier is the default / primary supplier of this stock item. This should be -1 for true and 0 for false.	NO
Discount %	Supplier:DISCOUNT	Having linked a Stock Item with a Supplier, this would be the discount % applicable to this Stock Item from this Supplier.	NO
Lead Time	Supplier:LEAD_TIME		NO
Buy Price	Supplier:PURCHASE_COST	Having linked a Stock Item with a Supplier, this would be the cost of buying the product from the supplier in the currency set against the supplier.	NO
Qty Avail	Supplier:QTY_AVAIL	This field is used to include supplier stock levels on your channels, if enabled. It does not auto update.	NO
Reorder Qty	Supplier:REORDER_QTY	Having linked a Stock Item with a Supplier, this would be the default quantity to reorder of this Stock Item from this Supplier.	NO
Supplier Ref	Supplier:SUPPLIER_REF	Having linked a stock item with a supplier, this would be the supplier"s stock code (SKU) for this product.	NO
Supplier Availability	SUPPLIER_AVAILABILITY		NO
Tax Code (e.g. S, E, Z...)	TAX_CODE	The integer code representing the tax rate of the product: 1 = Standard 20% (default) / 2 = Zero 0% / 3 = Exempt / 4 = Reduced 5% / 5 = Old Rate (pre 1st Dec 2008) 17.5% / 6 = 2009 Rate (01-Dec-2008 to 31-Dec-2009) 15%	NO
Tax Rate (e.g. 5, 20, ...)	TAX_RATE	The actual percentage tax rate of the product (e.g. 20 for 20%).	NO
Tax Portion	TAX1_PORTION		NO
Tax Relief	VAT_RELIEF		NO
Volume	VOLUME		NO
Publish on Web	WEB		NO
Web Teaser	WEB_TEASER		NO
W	WIDTH	Width of the stock item.	NO

Notes & Caveats

If any of the Supplier: columns are present, only one of the Supplier:COMPANY_CODE or Supplier:COMPANY_NAME fields is required. If used, the Supplier:COMPANY_CODE or Supplier:COMPANY_NAME columns must be to the left of any other Supplier: columns.
If the STOCK_CODE specified matches an existing item, the system will attempt to update that item, if not, a new item will be created with that stock code.
The STOCK_CODE for each line must be unique; if the same file contains multiple lines with the same stock code, the second and subsequent lines will be skipped and reported in the error messages grid at the end of the import. To import multiple barcodes or suppliers, those sets of columns may be specified multiple times.
It is possible to specify a different Supplier:COMPANY_NAME than the Supplier:COMPANY_CODE would indicate. In this case, any other supplier settings will update only the furthest right of the suppliers on your import file. It is recommended that if both the Supplier:COMPANY_CODE and Supplier:COMPANY_NAME are specified, these should be for the same company.
Where a field has a colon in it (e.g. Supplier:COMPANY_CODE, Barcode:Type, etc) this indicates the field can be entered multiple times within the dataset provided to Khaos Control Cloud to import more than one such value.
Setting a new combination of Level 1 Stock Type / Level 2 Stock Type or Level 3 Stock Type / Level 4 Stock Type, if the combination does not already exist within System Data, it will be created. The corresponding values will also be set against the imported/updated stock items.
When importing stock items with ICN information, ICN definitions must not exist in [System Setup | System Data | ICN (Intrastat) Codes].
Some fields need to be set up in Khaos Control Cloud before they can be successfully imported, for example, Stock Barcode Types must exist in [System Setup | System Data | Stock Barcode Types].
The Manufacturer field will assign a manufacturer from [System Setup | System Data | Manufacturers]. If no match is found, a new manufacturer will be created (and assigned).
UDAs can be imported. The part after ‘UDA:’ must exactly match, including whitespace, the name of a UDA within [System Setup | UDAs] in order to be imported successfully; otherwise it will be skipped.
A UDA List should be specified by specifying the UDA once, then for the List values, specify any values to be included separating by commas. For instance, column header – UDA:Test_List, with values – OptionA,OptionC,OptionD. If there is a whitespace after the comma, it will be stripped. The list values must exist against the list within [System Setup | UDAs] before import.
If there is a blank line at the end of the file, this will be reported as a skipped line that does not contain a full set of fields.