Import and mapping tools (catalogue, SKUs, locations)

Bring a ShopWired catalogue into your products, link channel SKUs and old product codes to your products, and link old location names to your warehouse locations.

Catalogue Import and Location Mappings need a manager, director or owner on the server. The mapping pages need manage-suppliers rights to change anything.

Screens may differ slightly from what you see.

What it is for

When products and stock arrive from another system, the codes and names rarely match yours. These pages are where a person reviews the matches and says which are right. Nothing is guessed silently. Confirmed matches are remembered, so the same code resolves by itself next time.

There are four working pages and one hub:

• Data Import is a hub page. Its heading is "Data Import & Mapping". It has three cards: Stock Migration Importer, Product / Channel-SKU Mappings and Warehouse & Location Mappings.
• Catalogue Import pulls a ShopWired catalogue into your products.
• Product Mapper (page heading Channel SKU Mapping) links each sales channel's SKU to one of your products.
• Import Product Mapper (page heading Product Mapper — Import) links old or CSV product codes to your products.
• Location Mappings links old location text to your warehouse locations.

The Stock Migration Importer card on the hub is described by the page as "One CSV/XLSX upload". Its own page is not in the menu and is not covered here.

Who can use it

• Catalogue Import: the server needs a manager, director or owner, and also checks the catalogue permissions.
• Location Mappings: the server needs a manager, director or owner. The New location button shows only if your role has the manage suppliers right.
• Product Mapper and Import Product Mapper: reading the queue needs a sales-level role or above. Confirming, correcting and creating needs the manage suppliers right (or the catalogue permission if the company has switched those on).

How to use it

Import a ShopWired catalogue

1. Open Catalogue Import from the menu.
2. If no ShopWired link is connected, the page says "No ShopWired integration connected." Connect ShopWired under Settings, Integrations first.
3. Choose the ShopWired integration.
4. Set Limit (first run). It takes a number from 1 to 2000. The page says each run is bounded to the first N products.
5. Press Import catalogue. The button reads "Importing…" while it works.
6. Watch the run box. It shows the run number, a status (running, review, completed or failed) and counts for Total, Updated, Added, Needs review, Skipped and Failed.
7. When the Review queue appears, decide each row. Press Map to suggested to accept the suggested product, Map to… to search for another product, Create new to make a new product, or Skip. Rows are marked NEW or UPDATE?.

Exact matches update by themselves. Anything unclear waits in the queue. Nothing is created or overwritten without your click. When the queue is empty the page says "Review queue clear — nothing left to confirm for this run."

Link channel SKUs to products

1. Open Product Mapper. Choose a tab: Review queue, Manage mappings or Bulk import.
2. On Review queue, each unmapped channel SKU is a row with a suggestion, a confidence figure and the channel. Press Confirm to accept the suggestion. Press Correct… to search for a different product. Press Create product… to make a new product from the SKU. Press Non-stock if orders should go ahead without a stock record. Press Reject to turn it down.
3. If many SKUs match one product exactly, a bar offers Confirm all exact matches…. It shows a preview list first. Press Confirm with the count to apply. Number-only codes, codes shared by several products and other-brand matches are left for you to check.
4. On Manage mappings, filter by Channel, Brand or Search SKU. Use Remap… to change a link or Unmap to send it back to the review queue. Use the "Add a confirmed mapping" block to add one by hand.
5. On Bulk import, choose a channel and a CSV file. The CSV has the columns channel_sku and ibios_sku, and optionally brand and notes. Press Download template for a blank one, Preview, then Apply import. The preview counts New, Matched, Conflict and Error rows. Products are never created by this import.

Link old product codes (Import Product Mapper)

1. Open Import Product Mapper.
2. Choose Review queue or Learned mappings, and pick a Source (or All sources).
3. Rows are grouped as Clean (exact / high-confidence), Fuzzy (needs a human eye) and New (no match).
4. Press Confirm, Correct…, Create product or Reject on a row.
5. Bulk accept clean confirms every clean row for the chosen source. A source must be chosen.
6. On Learned mappings, use Remap…, Unmap, or Export CSV.

Link old locations (Location Mappings)

1. Open Location Mappings. Choose Review queue, Auto-created or Confirmed. Use the warehouse box to filter.
2. Each row shows the old location text. Press Confirm to accept the suggestion, Pick location… to choose another, Create new… to type a new location name and press Create & confirm, or Reject.
3. On Auto-created and Confirmed, the pick button reads Remap… and there is an Unmap button.
4. Press New location (if shown) to add a location at any time, even when the queue is empty. Choose the warehouse, give a name, optionally a code and a type, then press Add location.
5. The Synonym map section at the bottom lets you list spellings that mean the same thing, one per line, such as goodsin = goods in. Press Save synonyms.

Tips

• Work the Clean and exact rows first, then the fuzzy ones.
• Use Correct… rather than Reject when the right product exists but was not suggested.
• Check the preview before you press Apply import on a CSV.

Things to know

• The Catalogue Import page says full-catalogue runs "land later". For now each run is limited to the number you set.
• Unmap puts a row back in the review queue. Already imported orders are unchanged by it.
• A confirmed mapping is reused automatically for future imports and orders.

Related articles

• Products: find, view, add and edit
• Warehouses and stock locations
• Unmatched product images