Product Import

How To Instructions

The Product Import administrative section allows creating products in an Excel spreadsheet, then upload them into SAP CPQ. User can not only import new products, but also export any existing products into an Excel spreadsheet. Both simple and configurable products (or aliases) can be imported and exported. This allows quickly updating pricing, descriptions, or any other field that the spreadsheet contains. Once re-uploaded, the modifications will be made to the products in the system.

productimport.jpg

Figure A - Product Import page


The Product Import administrative section can be accessed under the Products admin menu (Products→Product Import). From this page user can download the template for importing new products, export existing products to this template, or upload and import new products. (Figure A)
You can also access this functionality from Products page (Products→Products) where all products are listed. Here, user can export listed products, export all products that match entered criteria, or just go to the Product Import page. (Figure B)

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Figure B - Products page


The template provided as a download is used for uploading new products. It comes with some pre-entered values to direct user in creating the products. It is important for user to delete these entries, otherwise when uploading the spreadsheet these products will be created.
To create a new product entry in the spreadsheet, user will need to enter a new row for each product. There is no need for entering values for every column. The required columns are Product Name, Price, Product Type, and Categories. If a Product Type or Category included has not been created in the system yet, then they will be created during the import.
If updating existing products, user will need to include only columns that he wishes to update and a column that will be used as a product identifier. Product identifier can be: Part Number, Product Name, External Id, UPC, MPN, SAP CPQ ID or Product Family Code.
It is also possible to select 'None' as a product identifier in which case products will always be created.

Figure C - Product Import Template


Excel template containing Sample Products has two sheets - Example sheet with example products and Specification sheet that shows all available columns with descriptions.


Here is the table that shows all available columns with description and restrictions for each one of them.

Column NameDefinitionRequiredCan contain SAP CPQ formulasFormatExample
Product NameName of your productYesNoString. Maximum length : 100 characters
Part NumberPart Number / Catalog Code / SKU of your product. This field may be used as product identifier when updating products.NoYesString. Maximum length : 1000 characters
UPCUniversal Product Code. Can be used for EAN (European Article Number) or International Standard Book Number (ISBN)NoNoString. Maximum length : 100 characters
MPNManufacturer part number. This field should be used if manufacturer part number is different from part number used to mark the product (when selling through channels).NoNoString. Maximum length : 100 characters
Product Family CodeMany products can share same product family code. This field can be used as identificator when maintaining common product properties for products that share same product family codeNoNoString. Maximum length : 100 characters
DescriptionDescription of the product displayed in product catalogNoYesString. Maximum length : 1000 characters
Product TypeProduct type for this product - can be used to set up promotions for customers, sales people can enter discounts for certain product types on quote etc.YesNoString. Maximum length : 100 characters
PricePrice of the product. It may contain formula.YesYesString. Maximum length : 1000 characters
ImageName of the image that will be displayed for this product. Please consult SAP CPQ manual to see how you can upload product images in bulkNoNoString. Maximum length : 100 characters
CostCost of the product. It can contain formula to calculate the cost.NoYesString. Maximum length : 1000 characters
CategoryCategory and rank within this category of the product.. Product can be found in several categories in which case they should be separated with || characters. Sub-categories are marked with character '>'YesNoString. Maximum length : 1000 charactersHardware>Plan||Software
RankIf no rank is specified, default value is 10. Different ranks are for different categoriesNoNoString3||5
WeightProduct weight in gramsNoNoNumber
Start DateStart date for product effectivity - from this date users are able to select this productNoNoDate (in Excel).3/24/2010
End DateEnd date for product effectivity - until this date users are able to select this productNoNoDate (in Excel).13/24/2010
ActiveFlag to mark whether product is active or notNo (default is 1 if flag is not defined)No1 or 0
Quote DescriptionDescription that will show up for product in the quote / shopping cart. If this field is empty, product description will be displayed in the quote.NoYesString. Maximum length : 1000 characters
PermissionsUser groups separated with characters || that are able to see this product. Enter 'Everyone' if you wish all users to be able to see the product (you don't need to name all user groups). If column 'Permission' exists and is empty when importing/updating product, it is like no user group is selected. NoNoString. Maximum length : 1000 charactersSales||Sales Management||Customers
ConfigurableFlag to mark whether product is imported as simple or configurable. Put 0 for simple products and 1 for configurable. If this column is missing when importing new products, product is marked as simple.NoNoNumber0
Recurring PriceRecurring Price FormulaNoYesString. Maximum length : 1000 characters
Recurring CostRecurring Cost FormulaNoYesString. Maximum length : 1000 characters
DeleteFlag that gives system order to delete the product. Product deletion may only happen if product is not used in any quotes.NoNoNumber
CopySystemID of the existing product that will be copied.NoNoString
InventoryNumber of products left in the stockNoNoNumber150
Lead TimeUsed to describe how long it takes to get the productNoNoString. Maximum length : 100 characters3 weeks
Product VersionVersion of the product that is currently in useNoNoString. Maximum length : 50 characters
External IdExternal Id that is used for referencing product with ID from external systemNoNoString. Maximum length : 100 characters
a::AttributeNameIf attribute has several values, they should be separated with characters ||(see example).NoNoString. Maximum length : 50 characterscolumn name - a::Color value - Red
For attribute that has several values - column name - a::Voltage values - 110V||220V
shipp::ShippingMethodName NoYesString. Maximum length : 1000 characters



The Part Number, Description, Price, Cost, Quote Description, Recurring Price and Recurring Cost fields can contain SAP CPQ tags that will generate the value automatically.
Enter the category where the product will exist in the Categories column. By default, any new categories will be created at the top level category. User can create and include the product in subcategories if needed. To do this, precede the subcategory name with the parent category followed by a >. For instance, if user wants to add a product to a new subcategory Printers that should be in a subcategory of Hardware and Accessories, he will represent that in the following order: Hardware>Accessories>Printers.
Enter attributes for products by creating columns using the 'a::' prefix (for example, a::Printer - this will represent 'Printer' attribute). Then, attribute values can be entered in the same column for each product row. If a product doesn't contain attribute value, then corresponding attribute will not be added to this product.
Once having entries for all the products that need to be created, user can save the file and then go into the Product Import admin section. Click the Browse button in the Step 4 section of the page. Choose the modified template and click Import.
During an import, the system checks the file to ensure that it does not have any invalid entries. If the import process does take more than a few seconds, system will also display import progress real-time (it will show the number of loaded products). Each record is defined as each product entry in the spreadsheet. Errors will be given if required fields are not entered for a product. The system processes the entire spreadsheet and returns the status.


Figure D - Product Import Status


If there is at least one valid product to import, user can either import it with a preview or without. If Import With Preview is chosen then all loaded products will be shown. Choosing Import Without Preview will import all the products without a review screen first. In addition, if there were invalid records in the spreadsheet, then user can choose only to see those records by selecting Import With Preview of Invalid Records Only.

The Status column does show only a partial error message. To get a full error report, user will need to click on the error message itself.


Figure E - Import With Preview


Whichever selection were made, new products will be saved to the system by clicking Save. With exception to the Import Without Preview selection which saves all valid products immediately. Any new Product Types, Categories, and Attributes are created in the system automatically as well. In addition to uploading new products into the system, the Product Import admin section allows exporting all existing products in the system to a spreadsheet similar to template that can be downloaded. Exporting all products can be useful because it allows user to see all the products in a list where he can modify pricing, descriptions, catalog codes, or any other field in one single file.
Exporting products is possible by clicking the Create Template by Exporting Products from Selected Categories or Create Template by Exporting All Products button in the Export Products section on page. Exporting Products from Selected Categories allows users to export those products in selected categories, while Exporting All Products will export all products in the system. The system gathers all the products and enters them into a spreadsheet in the same format of the template. A link is then provided where it is possible to download the file. With this file user can modify the existing products or add new ones to the end of the list. When finished, upload the file the same way as described above. The same screens will appear where user can preview or import without a preview.

Restrictions

1. Attributes are not processed for existing configurable products (if you are updating configurable products).
2. Maximum number of products that can be imported is 2500 at a time.

Bulk product copy

Admin is be able to create multiple copies of existing product using xls file. Instead of previous behavior (when admin could copy product only one by one), now, he can create multiple copies of existing product through XLS product import (simple and configurable products can be copied using XLS file).

Admin should specify which product will be copied by specifying product system_id in column Copy.

New column ‘Copy’ will be added to xls file. Admin must add this column to xls file if he wants to copy product. So, first of all:

  1. Admin must add column Copy to XLS file.
  2. In column copy user must specify which product is to be copied by specifying product system ID.
  3. All product fields in copied product will be updated by entries from that XLS row.

Now, product will be copied with all fields, attributes, rules and settings.

Attribute value details in copied product will not be affected (Value part numbers, referent products, Attribute type, …) If attribute is specified in XLS file, list of values should only affect visibility of values, meaning only for specified attributes change visibility of attribute values according to entered list, keep all attribute/Value details as in copied product.

If admin delete all columns in xls file (except copy, name, description and required fields for example), values for certain product will be replaced with values of product whose id is in copy field.

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