ConsignCloud's + Add Item and + Add Account forms are designed to help you enter data quickly and prevent mistakes. However, ConsignCloud also includes a flexible data import tool that can make some common tasks for new and existing stores faster and easier. Whether you're adding data to your account for the first time, adding inventory you already have in a spreadsheet, or changing a lot of records once, you should consider using the importer to save yourself some time.

There are a few places where data uploads are available: in Menu » Settings » Data and on the individual Account and Inventory tables. The process is similar no matter which you choose.

Preparing your upload

ConsignCloud accepts spreadsheets in the .xlsx format. Most modern spreadsheet programs will export into this format. If you don't have any spreadsheet programs installed on your computer, Google Sheets is an excellent free option you can try.

You can use exports from ConsignCloud (past and current versions) as an upload template if you'd like. Exports contain a lot of data for analysis purposes that you can't change with imports. You can remove these columns from your spreadsheet yourself or use the Ignore Invalid Columns option on the import screen to avoid errors.

ConsignCloud accepts the following columns for upload. Column names in your spreadsheet must match exactly, but are not case, underscore or space sensitive. "inventory TYPE" and "inventory_type" will look the same to ConsignCloud. 

Accounts

  1. Number (required) — the unique identifier assigned in ConsignCloud. If the number already exists, ConsignCloud will update the record with the data in your upload. If the number doesn't exist, ConsignCloud will create a new record.
  2. Inventory Type (required) options are Consignment, Buy Outright, and Retail. For more information on inventory type and how it's used in ConsignCloud, see our help article.
  3. Email, First name, Last name, Company, Phone, Address Line 1, Address Line 2, City, State, and ZIP — All of these fields are optional. If you want an account to receive automatic email updates, make sure to specify email address.
  4. Default Split (required) — Use a decimal value between 0 and 1. This field specifies the account's share of the split, so .4  would be a 40% split for the account and 60% for the store. If the account will only ever have Buy Outright or Retail items listed, you can enter 0.
  5. Terms (required) — options are Donate and Return to Consignor. This field is used only for consignment items, but required for all accounts in case they ever consign an item.
  6. Notifications (required) — Determines whether or not an account will be notified when items are received into inventory or sold. Options are Yes and No. Buy Outright and Retail accounts should be set to No.
  7. Balance — A dollar amount. For new accounts, this field specifies the starting balance. If an account already exists, the balance will be adjusted to the amount provided.

Inventory

  1. SKU (required) — A unique number used to identify each item.
  2. Category — The exact name of the category. If there is no match, a new category will be created.
  3. SurchargesA comma-separated list of exact surcharge names. Make sure to create any surcharges you'll be using first by visiting Menu » Settings » Surcharges. This column must always be included in an import, but if you don't wish to apply a surcharge to an item, just leave the field blank.
  4. Account (required) — The account number of the account which owns the item. The account must already exist. If you use the Menu » Settings » Data method of importing your data, you can upload accounts and inventory at the same time and the accounts created can be used in the inventory import.
  5. Brand, Color, Size, Details, Description, Title — All are optional, but recommended for most stores.
  6. Cost Per (required) — A dollar amount. This field is used only for Buy Outright and Retail items, but the column must be included in all imports. For consignment items, leave this field blank.
  7. Tag Price or Split Price (required) — A dollar amount. Which to use depends on your store settings. Use the field you see in + Add Item. Most stores should use Tag Price, which is the ConsignCloud default, but make sure to check if you're not sure.
  8. Tax Exempt (required) — Options are Yes and No.
  9. Split (required) — Use a decimal value between 0 and 1. This field specifies the account's share of the split, so ".4" would be a 40% split for the account and 60% for the store. If the item is Buy Outright or Retail you should enter 0.
  10. Inventory Type (required) — Options are Consignment, Buy Outright, and Retail.
  11. Terms (required) — Options are Donate and Return to Consignor. This field is used only for consignment items, but required for all accounts in case they ever consign an item.
  12. Quantity (required) — Can be any number or blank. If left blank, the item will be considered untracked, and will always be active in your inventory no matter how many you sell. When changing quantity for an item using imports, Recount will automatically be chosen as the reason.

Uploading Your Data

The General Process

Whether you're uploading data into a brand new account, uploading a new batch of data into an existing account, or updating records, the upload process is basically the same.

You can upload data in Menu » Settings » Data or in Actions » Upload Spreadsheet on various data tables in ConsignCloud. Using Settings » Data allows you to upload more than one spreadsheet at a time, which is helpful if you're uploading inventory and need to create some accounts first.

During an upload, ConsignCloud will look at either the Account Number or SKU of the rows in your spreadsheet. If it can find a match in your store data and Modify existing records is checked, it will update the record. If it doesn't find a match and Create new records is checked, it will create a brand new record. ConsignCloud will show you an error message if you have new or matching records in your import and don't check the corresponding box. If this field is left blank, ConsignCloud will stop processing data, which means any rows remaining below will not be imported.

Warning: it's possible to create a lot of duplicate data or permanently overwrite important data using exports. The Create new records and Modify existing records checkboxes on the imports screen are designed to help you avoid making mistakes. But it's still possible! Make sure you check your Account Numbers and SKUs very carefully to avoid problems. 

Uploading Data for the First Time

If you are uploading data for the first time into a brand-new account, there are a few steps to perform in a certain order to get the best results:

  1. Delete any test or sample data you've entered during your trial. If you're importing data from another system, you'll want to start with a fresh account. Go to Menu » Settings » Data and look for the link in the second paragraph of the instructions. This will delete all of your account and inventory data but leave all of your settings intact. Note: this action cannot be undone. Make sure there's no data in your account you'd like to save before continuing.
  2. Deactivate any automatic emails you don't want to send during the upload. When ConsignCloud creates accounts and items, emails are automatically sent to your suppliers. If you're transferring data from another system, it's likely that you don't want to send these emails. Go to Menu » Settings » Email Templates and turn off all of your emails temporarily before starting this process.
  3. Prepare your spreadsheets for upload. You can upload your Accounts and Inventory spreadsheets at the same time.
  4. Check Create new records. Check Ignore invalid columns if your spreadsheet includes extra columns that can't be imported. Check Modify existing records if there are accounts and inventory in your account you'd like to update with the spreadsheet data, but if you deleted all of your test data beforehand this won't apply.
  5. Click the Upload Data button to start the process.
  6. ConsignCloud should inform you if there are any errors in your upload. If that happens, simply fix the errors, save your spreadsheet under the same name, and then try the Upload Data button again.

Adding New Data

If you're an existing store that would like to upload a batch of new data — like a spreadsheet of inventory supplied by a consignor — follow these steps:

  1. If you're uploading Inventory, make sure that all of the accounts already exist in ConsignCloud. If they don't, you'll need to create them using the + Add Account section of ConsignCloud or by uploading an Account spreadsheet first.
  2. Go to the table for the kind of data you'll be uploading. This will be either Menu » Accounts or Menu » Inventory.
  3. Follow the onscreen instructions to choose the file you're uploading, and select Create new records. Make sure to double-check that your SKUs (if uploading Inventory) or Account Numbers (if uploading Accounts) don't match any records already in your store to avoid duplicates. Check Ignore invalid columns if your spreadsheet includes extra columns that ConsignCloud doesn't accept in imports.
  4. ConsignCloud should inform you if there are any errors in your upload. If that happens, simply fix the errors, save your spreadsheet under the same name, and then try the Upload Data button again.

Updating Existing Data

If you're an existing store that would like to update a bunch of records at once — like changing the consignor split for all of your consignors — follow these steps:

  1. Go to the table for the kind of data you'll be uploading. This will be either Menu » Accounts or Menu » Inventory.
  2. Follow on onscreen instructions to select the file you're uploading, and select Modify existing records. Make sure to double-check that your SKUs (if uploading Inventory) or Account Numbers (if uploading Accounts) correspond to the existing records that you would like to update. Check Ignore invalid columns if your spreadsheet includes extra columns that ConsignCloud doesn't accept in imports.
  3. ConsignCloud should inform you if there are any errors in your upload. If that happens, simply fix the errors, save your spreadsheet under the same name, and then try the Upload Data button again.

Tips and Troubleshooting

  • Formulas in your spreadsheet can't be interpreted by our importer and will be imported into ConsignCloud instead of the values you see in your spreadsheet. To avoid this problem, copy the column that uses a formula and look under the Edit menu of your spreadsheet program for Paste Special. Select Values Only to paste the values instead of the formulas, and import this new column into ConsignCloud.
  • Some mass updates, like changing the Status of your items, can only be done in ConsignCloud using the Actions menu. If a column you'd like to update isn't included in the list of allowed columns above, you should look in the Actions menu to see if it's there instead.
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