Importing Data
XPOS Cloud can bulk-import products, opening stock, and past sales from Excel files, instead of entering them one at a time.
Importing products
- Go to Products → Import Products.
- Download the import template — it contains all required column names and instructions. Don't delete or rename any column headers.
- Fill in product information under the correct columns, following the template's format.
- Upload the completed file and wait for it to process.
Upload: the Import Products screen with the template-download and file-upload buttons.
Common import errors
| Error | Cause & fix |
|---|---|
| "UNIT not found" | The unit in your Excel file doesn't exist yet. Go to Products → Units, add it, and re-upload. |
| "The separation symbol could not be found" | The expiry date format is wrong. In Excel, set the expiry-date column to Text format and enter dates as MM-DD-YYYY (e.g. 11-25-2018), then re-import. |
If you see an unclear error like "Non-numeric value encountered," split your file into smaller batches (e.g. 500 products into two files of 250) and import each separately — this makes it much easier to isolate which record is causing the problem.
Importing opening stock
Upload starting stock quantities for many products at once instead of entering them individually.
- Go to Products → Import Opening Stock.
- Download the sample file if you need it.
- Enter the opening stock quantities and upload the completed file, then click Submit.
To adjust opening stock you've already imported, prepare a new import with adjustment values: a positive number increases stock, a negative number reduces it. For example, if the current opening stock is 10, entering -10 reduces it to 0, -4 adjusts it to 6, and 5 increases it to 15.
Importing sales
Add multiple past sales records at once.
- Go to Sales → Import Sale and download the template.
- Fill in sale data following the format shown on the page — dates, product names, quantities and prices must match the specified format.
- Choose a file, then Submit.
If the system shows errors after uploading, review the message, fix the data, and re-upload.
"Group Sell Line By" tells the system which rows belong to the same sale — select a column that uniquely identifies an invoice (e.g. Invoice_Number), and every row sharing that value is grouped into one sale rather than several separate ones.
"You cannot select a field twice" means the same column has been mapped to more than one field during import — review the column mapping table and make sure each field is selected only once.