Importing in Products.

Import Product

Information and specs on Product import. Using Excel, you can import or update Products, these are all the available fields on the Product Import. See the notes column for tips and acceptable data to import into the fields. To import Products go to File > Import Data > Products. Create an Excel spreadsheet with your column headings for each field name you wish to import. Using Import Data, map the file location for your spreadsheet to the Filename, choose the correct worksheet if you have multiple sheets in your Excel file, name your import, then use the Columns tab in order to map each Column to its corresponding field.

Product ID is required on all product imports. In order to import new Products, the following fields are required: Product ID, Description, Cost Method, Control Type, Item Type, Product Class, Product Type, and Unit.

These fields are highly recommended in addition: List Price, List Price Type, Tax Code, Vendor and Warehouse.

To import the initial quantities, use the following fields: Product ID, Initial Balance-Qty on Hand or Amount, Unit Cost, and Product Warehouse-Warehouse.

For vendor price updates, map the following:  Product ID, Vendor Name, Vendor Price, and Vendor Price Unit.

NOTE: Vendors must be created in QuickBooks and synchronized prior to the product import if vendor information is mapped.

Alternate Unit

Additional Units of Measure for this product.  “Standard” unit quantities are not required (e.g., 12in=1ft)

Data Field Type(Length) Notes
Package Unit Qty Number Stocking Units per Package Unit (e.g. “6” Ea in 1 Ctn)
Purchase Unit Qty Number Stocking Units per Purchase Unit (e.g. “24” Ea in 1 Cs)
Sales Unit Qty Number Stocking Units per Sales Unit (e.g. “5” Ea in 1 Pk)

Initial Balance

Use Unit Cost (per each) or Amount (total), but not both

Data Field Type(Length) Notes
Amount Currency Total value of beginning inventory for the product at the specified warehouse
Location Text(80) Generic Location on item or for use with Bin Locations
Qty On Hand Number Quantity on hand for beginning inventory
Unit Cost Number Unit Cost of beginning inventory.  Multiplied by Qty On Hand to find total On Hand Value (i.e., Amount)


Match existing product by “Product ID”.  New products created if no match found.

Data Field Type(Length) Notes
Active Yes/No
Alt Description Char(4095)  Alternate Description, available for product lookup and custom reports.
Alt Product ID Char(31)
Available on Web Yes/No Product should be displayed on web site or exported via Export Product List utility
Bill of Materials  String None, Assembly (Standard), Assembly (Custom), Assembly (Process), Assortment, Kit (Standard), Kit (Custom)
Color Char(25)
Control Type String Standard, Lot Numbered, Number when Invoiced, Serial Numbered
Cost Method Char Average, Standard, LIFO, FIFO, Actual, None
Count Cycle Char(5) Filter for Inventory Count
Custom Field … Variable Custom Field values can be updated based on what’s setup in Configuration Management
Description Char(4095) Standard Product Description, used on most forms and reports
Discontinued Yes/No Provides warning during sales and purchase order entry without marking item as inactive
Height Number
Inner Pack Qty Number Inner Pack quantity for Package Manager cartons
Item Type Char Non-Inventoried, Inventoried, Drop-Ship Only, Labor, Other Charge, Shipping
Keywords Char(80) Additional search terms for a product
Length Number
New Product ID Char(41) To update the product ID from “Product ID” to “New Product ID”
Not for Resale Yes/No Item is always taxable, even for tax exempt customers
Outer Pack Qty Number Outer Pack Quantity for Package Manager cartons
Package Unit Char(5) Unit of measure used in Packaging Manager
Pop Up Note Yes/No Checkbox to turn on Pop up Note for Sales Order
Pop Up Note (PO) Yes/No Checkbox to turn on PO Pop Up Note
Preferred Vendor Name Char Vendor Name as it appears in Quickbooks, in order for this to work properly, you must also list the Vendor under the Supplier for this Product. (see below – Product Supplier)
Price Category Char(25) Text to assign product to a group of products, in order to allow discounts by price code to the entire group.
Product Class Char Product Class ID or Description, this must be listed exactly as user defined Configuration Manager.
Product ID Char(41) Product ID as listed in Acctivate
Product Note Char  Sales Order Note (Popups tab)
Product Note (PO) Char  Purchase Order Note (Popups tab)
Product Picture File Path Char File Path to photo of product. Make sure this is a shared file path over the network rather than a local file path. For more information about how to set this up, refer to this article about importing in images
Product Type Char Product Type ID or Description as listed in Configuration Manager
Purchase Tax Code Char Tax, Non, Taxable, Non-Taxable
Purchase Unit Char(5) UOM used for purchasing. Must match UOM in configuration manager
Sales Category Char Sales Category ID or Description as user defined in Configuration Manager
Sales Tax Code Char Tax, Non, Taxable, Non-Taxable
Sales Unit Char(5) UOM for sale. Must match UOM as defined in configuration manager
Size Char(25)
Technical Specs Char
Unit Char(5) Stocking Unit, must match user defined UOM in configuration manager.
UPC Code Char(50)
Variable Height Yes/No
Variable Length Yes/No
Variable Volume Yes/No
Variable Weight Yes/No
Variable Width Yes/No
Volume Number
Weight Number
Width Number

Product Price

Data Field Type(Length) Notes
List Price Number List Price stated in Home Currency if using Multiple Currencies
List Price (Currency) Number List Price for each foreign currency that is enabled
List Price Type Char Price, List + Price, List – %, Mgmt Cost + %, Mgmt Cost + $, Avg Cost + %, Avg Cost + $, Last Cost + %, Last Cost + $
List Price Unit Char(5) UOM as defined in Configuration Manager

Product Supplier

Data Field Type(Length) Notes
Last Price Number Last Price paid to specified Vendor for this product
Lead Time Number
Price Number Use Vendor’s currency if multiple currencies are enabled
Price Unit Char(5) UOM used for purchasing, as defined in Configuration Manager.
Vendor Name Char Must match exactly Vendor Name in Quickbooks.
Vendor Product ID Char

Product Warehouse Record

Data Field Type(Length) Notes
Last Cost Number Unit Cost for this product from the Last Inventory Receipt for a warehouse
Last Count Date Date MM/DD/YYYY
Location (Primary) Char(80) Location in warehouse
Management Cost Number
Max Stk Qty Number
Min Ord Qty Number Reorder Quantity
Min Stk Qty Number Reorder Point
Primary Location Stocking Level Number Only available with Multiple Bin/Location Control module
Reserve Qty Number Minimum quantity on hand for reserves
Standard Cost Number Only used for Standard Cost items
Warehouse Char Warehouse ID or Description from Configuration Manager
Warehouse Note Char

Back to top