File-based product import for an order

The Import Products feature in the control panel reads product codes, EAN codes, and quantities from a CSV, XLSX, or PDF file and adds the matching products to the lines of an existing order or quote. The import changes the lines immediately without a separate preview, so check the file and the current line counts before starting.

Prepare the import file

Prepare your product import file by first checking its format and size. The maximum file size is 10 MB. Use one of the supported file formats:

• CSV
• XLSX
• PDF

It is a good idea to have a header row and a clear column for product and quantity in your CSV and XLSX files. Recognized standard headers include:

• product: sku , code or tuotekoodi
• EAN: ean or barcode
• amount: quantity , qty , maara or määrä

The CSV file separator can be a comma or a semicolon. For each product row, use the SKU or EAN code and a positive integer quantity. If the quantity column is not recognized, the parser may try to infer the columns using AI and may end up using a default quantity of 1. Therefore, always indicate the quantity unambiguously.

In a PDF file, use a text-based, clear table whenever possible. Scanned or low-quality PDFs are analyzed by document recognition, but the recognition may be uncertain.

Take advantage of imports for recurring orders

Importing products from a file speeds up adding large numbers of rows and reduces errors caused by handwriting. This feature is especially suitable for B2B shopping lists, order materials from ERP systems, and other customer CSV, Excel, or PDF documents.

Importing does not require a single downloadable template when the file has recognizable headers. However, this flexibility does not replace verification: first try a small sample of the customer's data, compare all rows to the result, and standardize the file structure that has been found to work for subsequent orders.

Import products to an existing order

Importing products into an existing order is done on the order 's Lines tab.

1. Open Orders at /orders and select an order.
2. Open the Lines tab and find the Import products section below the line table.
3. Select Choose File and select a CSV, XLSX, or PDF file.
4. Check the name of the selected file and select Import with AI .
5. Wait until the upload and any AI processing is complete. Do not restart the same import while it is processing.
6. Review the summary and updated order lines and amounts.

The import first searches for the product by SKU and, if necessary, by EAN code. If the same product appears multiple times in the file, the quantities are added together. If the product is already on order, the imported quantity is added to the current quantity; it does not replace the current value. The new matching product is added as a new row.

Import products to an existing offer

Importing products into an existing offer uses the same file selection and parser as an order.

1. Open Quotes at /quotes and select a quote.
2. Open the Rows tab.
3. In the Import Products section , select a file and select Import with AI .
4. After importing, check the quote lines, quantities, prices, taxes, and total.

Also, the quantity imported for the same product with a quote is added to the existing quantity. The import uses the product's list price for the new line; check any customer-specific or quote-agreed prices separately after the import.

Check import summary

The summary of product imports shows three figures:

• added : new rows were added
• updated : existing row counts increased
• no match : the product line in the file could not be associated with the product

The summary does not show which individual rows were missed. Therefore, please compare the row counts to the original file and check all product tags and quantities before continuing to process the order or quote.

Import is not a single database transaction for the entire file. If the process returns an error after rows have already been added, some of the changes may have been saved. Always update the order or quote and review the current rows before attempting a new one to avoid duplicate quantities.

Separate product import from file attachment

The product import in the control panel uses the file to identify product lines, but does not attach the file as a document to the order or quote. Keep the original shopping list in its own approved document channel and add it separately if it needs to be archived with the order.

In the online store, the name of the feature may appear as Import products with AI assistance . This is a feature in the shopping cart, not a direct order or quote line import from the Dashboard. If the online store displays the feature, then review each selected product and quantity in the shopping cart before proceeding to checkout.

Be aware of the limits of AI processing

The use of AI processing for a product file depends on its structure and format. A clearly named CSV or XLSX file can be read without AI-based column recognition. AI recognition is used when the product or quantity column cannot be inferred from standard headers. PDF uses separate document recognition.

AI Column Recognition and PDF Analysis each have their own daily and monthly limits of 10 and 100 respectively. These are not a single, universal counter for all product imports. Use standard headers for spreadsheet files, avoid unnecessary re-submissions of the same file, and do a small, representative test import first.

Solve the most common errors

The most common errors in a product file are resolved by checking the file size, format, headers, tags, and store tax settings.

• The file is too large: reduce the file to 10 megabytes or less.
• File type not accepted: use a CSV, XLSX, or PDF file and make sure the actual content of the file matches the extension.
• No matching products were found: check the SKU and EAN values in the product catalog and the header line in the file.
• AI could not read the products: make columns unambiguous, remove unnecessary layouts, or use a text-based PDF.
• AI processing is taking longer than expected: please wait a moment, update the order or quote, and review the lines before re-importing.
• Tax country or tax rate error: correct the store's tax settings or product tax category before starting a new business.

If your original CSV/XLSX/PDF data fails, create a small test file with the same headers and a few representative rows. This will help you isolate a column mapping error from a single product ID or quantity error without having to repeatedly change a large order.