Import Inventory from a Spreadsheet

Step-by-step instructions

1. 1 Prefer live marketplace Import catalog when you can

   If your eBay, Shopify, Square, WooCommerce, or BigCommerce account is still live and you can create API credentials, use Sell online → Marketplaces → Import catalog → SpotPro instead of a CSV. That links matching SKUs, creates missing SpotPro inventory, and leaves marketplace listings live — no forced recreate. Full how-to: Marketplace Connections. Use this CSV guide when you only have a spreadsheet export or no API access.

2. 2 Export from your old system

   In eBay, Shopify, Square, Excel, or your previous inventory software, export your item list as a CSV. Many shops keep Excel tied to gold/silver/plat/palladium so the price column is already today's sell, then they save as CSV. Common columns: title, quantity, price, cost, sku, barcode, dynamic, premium, weight.

3. 3 Open Import Inventory

   In the left sidebar, click Add stock → Import Inventory. The import page loads with an upload area and column mapping instructions.

4. 4 Upload your CSV file

   Click Choose file or drag your CSV into the upload zone. Wait for the file to upload — large files may take a few seconds.

5. 5 Review column mapping

   SpotPro maps common column names automatically (title, price, SKU, description, dynamic, premium, weight, when_sold). Check the mapping table — if a column mapped wrong, use the dropdown to reassign it. Download the CSV template on the import page if you are starting from Excel. when_sold is keep or remove. On Current Inventory those are Leave on the shop and Hide when sold out. Hide when sold out takes the shop page down when the last one sells (a slab, or one coin such as a 1936 quarter) — that is the page where customers see the item. Leave on the shop keeps it up with your out-of-stock message. Blank uses the title the same way. eBay and other marketplace catalog imports use that title guess too. It does not end the eBay listing.

6. 6 Mark what tracks metal (dynamic)

   The dynamic column is how SpotPro knows to keep a price moving with gold, silver, platinum, or palladium. Put y when the spreadsheet price is today's sell (your Excel or API already applied spot). SpotPro stores over-spot so you do not re-type prices when metal moves. This includes generic bullion, proof Eagles, silver proof sets, slabs, and other gold/silver/plat/palladium items you sell off metal. Put troy ounces of metal in weight. If you already have $/oz over spot, use the premium column. Leave dynamic blank or n for a frozen tag (the number in price stays that number).

7. 7 Preview the first rows

   Scroll the preview. Confirm titles, quantities, and the How SpotPro will price it column: Tracks metal (file $X today = $Y over spot) versus Fixed $X. Fix the CSV and re-upload if a metal row is missing dynamic=y or weight.

8. 8 Barcodes vs shop SKUs

   Case labels are 1.5″ × 0.5″. Short codes print; a 20–30 character SKU will not. Leave barcode blank and SpotPro generates a short code (that is the point). Put your long shop code in sku — it is kept on the item. You may still send an existing short barcode if you already print that.

9. 9 Choose import options

   Select whether to skip duplicates (match on SKU or title), assign a default category for unmapped items, and whether to auto-generate barcodes.

10. 10 Click Import

    Click the Import button at the bottom. A progress bar appears. Large files (500+ items) may take a few minutes — do not close the browser tab.

11. 11 Review the import summary

    When complete, you will see a summary: items imported, skipped, and errors. Click any error row to see why it failed (missing price, invalid category, etc.).

12. 12 Verify in Current Inventory

    Open Counter → Current Inventory. Search for a few imported items by title. Confirm price, quantity, and barcode assigned correctly.

    

13. 13 Print labels for imported items

    Select the newly imported items and go to Design Your Labels to print barcode labels before putting items in your display cases.