How To Import Items

To import Inventory Items to your Library, first login to the Portal. Click Items in the Navigation Menu, and then click Library from the Items expanded menu. Once you are on the Library Screen, scroll to the very bottom of the table. You will see three options for importing or exporting data. To import items to the Library, click Import Library CSV. This will cause the Import Pop-up to appear. On the pop-up, click the Choose File Button to find the file on your computer that you wish to import.

Once you have selected the file you wish to import, press the Import Button in the pop-up. This will begin the import task and show a message in the pop-up saying, “Your task has been submitted. Wait while the task completes, or select ‘Done’ to close this message.” If you would like to continue using the Portal, or start a different import elsewhere, press Done. You can always check on the progress of the import on the Tasks Page.

If the file you are importing is relatively large and taking longer than one minute to upload, the pop-up will change and tell you that it is taking longer than expected. You can either click Continue Waiting and continue to wait for the import to complete on this screen, or you may click Check Back Later to dismiss the pop-up and continue using the Portal. You can check the progress of the import on the Tasks Page at any time.

If you wait on the Library Page for the import to finish, you will see the Import Complete message on the Import Pop-up. To dismiss the pop-up, press OK.

Before Importing

The quickest and easiest way to import Items is to export a CSV file from the Heartland Back Office and add new Items to it or edit existing Items.

Export Existing Items

If your account already has Items, you can click on Items in the Navigation Menu and then click on Library in the expanded Items Navigation Menu. On the Item Library Page, find the export links at the bottom of the page. Click on Export Active Records to export and download the CSV file containing your active Items. Click on Export Inactive Records to export and download a CSV file containing your inactive Items.

Download Sample Library File

If your account does not have any Items, you can download a sample Library file by navigating to the Item Library Page and clicking on Import Library CSV. This will cause the page to display the Import Pop-up which will contain a link to download a sample Library file that will give you a template to use for importing your Items.

Import File Information

Category

Category is a required column.

The Category Column indicates which Category the imported Item will be placed under.

A value must be entered in the Category column for every Item in the CSV file.

Subcategory

The Subcategory Column indicates which Subcategory the imported Item will be placed under.

Subcategory is an optional column. If no value is entered, the item will be placed directly under the Category listed in the Category Column.

Group

The Group Column indicates which Group the imported Item will be placed under.

Group is an optional column. If no value is entered, the item will be placed directly under the Category listed in the Category Column.

Color

Color is a required column.

If a color option is omitted, the Category, Subcategory, or Group, will not have a color background and neither will any Items under them.

Color options include:

• Peach
• Green
• Blue
• Purple
• Red
• Dark Pink
• Orange
• Brown
• Yellow Orange

Icon

The Icon Column is required.

This column allows you to specify the Icon that will be associated with the Category, Subcategory, or Group for which it is entered. To specify an Icon that you would like to use, enter the corresponding four character code into the column.

For a full list of available Icon Types and Icons see below.

Icon Type

The Icon Type Column is required.

This column allows you to specify the Icon Type of the Icon that will be associated with the Category, Subcategory or Group for which it is entered. To specify an Icon Type, enter the corresponding six-digit code for the Icon Type that you would like to use.

For a full list of available Icon Types and Icons see below.

Name

The Name Column is required.

This column is where you will enter the name of the Item that you would like to import. Names must have fewer than 55 characters including spaces.

Price

The Price Column is required.

This column is where you will enter the price that customers will be charged for the Item that you would like to import.

Cost

The Cost Column is optional.

This column is where you will enter the cost of the Item you are importing. The cost is not displayed to customer and is only used to provide you with an estimate of profitability.

Is Discountable

The "Is Discountable" Column is required.

The Column labeled "Is Discountable" allows you to indicate whether discounts can be applied to the item or order. To enable the application of discounts enter the number "1" into the column. To disable the application of discounts enter the number "0" into the column.

Item Code

The Item Code Column is optional.

This column is where you will enter the Item Code associated with the item you are importing.

If your business uses a scanner to add items to an order, enter the code associated with the product you are importing into the Item Code Column. Once you have successfully entered a Item Code and imported the changes, whenever you scan a product, Heartland Point of Sale will add the relevant item to the order.

Manufacturer

The Manufacturer Column is optional.

This column allows you to enter the manufacturer associated with the item. The value you enter will not be displayed to customers and is for your records only.

Model

The Model Column is optional.

This column allows you to enter the Model information associated with the item. The value you enter will not be displayed to customers and is for your records only.

Available Icon Types & Icons