Products: How to bulk update product information using the product CSV
Need to update prices, tax codes, UPCs, or accounting details on a lot of products? Skip the clicking. The Product CSV lets you update information on all of your existing product variants at once.
Overview
How the Product CSV works
- Each row is one product variant (for example, MexiBlend 12oz Whole Bean).
- RT SKU is how RoasterTools matches each row to a variant. Don't edit it.
- The CSV updates existing variants only. You can't create new products or variants with it. To add a product, see How to Create a Coffee Product.
- Only active variants are included in the download. Once a variant is deactivated, it no longer shows up in the CSV.
Before you start
A few quick rules will save you a headache:
- Always download a fresh CSV right before you edit. The upload overwrites what's in RoasterTools with what's in your file. If you use an old copy, any changes made since you downloaded it get rolled back.
- Don't change or delete the RT SKU column. It's how RoasterTools knows which variant each row belongs to.
- Don't change the header row. Keep the column names exactly as they are, and don't add a title row above them.
- Use Google Sheets if you can. Excel can reformat numbers and special characters in ways that cause errors.
- Only upload the rows you changed. Delete everything else. A smaller file uploads faster and is easier to check.
- Set the UPC column to plain text before you type or paste UPCs. Spreadsheets drop leading zeros from numbers. In Google Sheets, select the column and go to Format > Number > Plain text. A blank UPC cell removes that variant's UPC, so delete rows you didn't change.
How to bulk update products
- Click your name in the top right corner, then go to Settings > Import & Export.
- Select Products from the menu on the left and click Download CSV.
- Open the file in Google Sheets.
- Use filters to find the rows you want to change (see tips below).
- Make your changes using the column guide. Leave the RT SKU column alone.
- Delete the rows you didn't change.
- Go to File > Download > Comma Separated Values (.csv).
- Back in Settings > Import & Export > Products, click Upload CSV and choose your file.
- Watch for the confirmation email, then spot check a few products to make sure everything landed.
Using filters to find the right rows
If you have a lot of products, filters make it much easier to find what you need.
Filter by Product Name to update one or a handful of products. You'll see every variant for that product.
Filter by Option1 to work by bag size or product type:
- Coffee only: select all the coffee bag sizes and deselect everything else.
- Non-coffee only: deselect all coffee bag sizes and leave the other options and blanks selected.
- One size only (for example, 12oz): clear all filters, then select just that size.
Filter tips:
- Select Clear to quickly deselect all options, then search or choose the options you want.
- You can select multiple options, and filter multiple columns at once.
- To remove a filter, right click the filter icon and select Remove Filter.
What you can update (column guide)
| Column | What it controls | What to enter |
|---|---|---|
| RT SKU | Which variant the row updates | Don't edit. |
| Active | Whether the variant is active | Yes or No. Change to No to deactivate a variant. To reactivate one, see below. |
| Product Name | The product's name | Any text |
| Option1 | The variant's first option, usually the bag size | For example: 12oz, 5lb |
| Option2 | The variant's second option, usually the grind | For example: Whole Bean, Drip, Espresso |
| Cost | Your cost for the variant | A number, for example: 5.00 |
| Price | The variant's regular wholesale price | A number, for example: 12.00 |
| Price Level | The variant's price for a price level. There's one column per price level, labeled "Price: [price level name]". | A number. Leave blank to use the regular price. These columns only show up once you've created price levels. See How to Create and Use Price Levels. |
| Weight | The item's weight | A number in pounds (lbs). For example, a 4 oz item is 0.25. |
| Accounting SKU, Accounting Item Name | How the variant maps to your accounting platform | Tip: It's easier to use the bulk product mapping in your accounting integration than the Product CSV. See Accounting: How to Map Customers, Products, and Payment Methods. |
| SKU1, SKU2, and so on | Alternate SKUs used to match orders imported from other platforms | See the import article for your platform: Trade, Bean Box, or Beanz and Faire. |
| Inventory | For reference only | Leave as is. Inventory can't be updated with the CSV. |
| Tax Code | How sales tax applies to the variant | The tax code's internal name, for example: grocery_coffee or general. See the full list in Setting Up Tax Calculation. |
| UPC | The UPC printed under the item name on invoices, packing slips, Credit Memos and customer emails | The UPC, for example: 0850050855705. Leave blank to remove it. See Products: How to Add a UPC to a Product Variant. |
What you can't update with the CSV
- Creating new products or variants. Add these in Inventory > Products. See How to Create a Coffee Product.
- Inventory. The column is there for reference only.
- Reactivating a variant. Deactivated variants aren't included in the download. To reactivate one, go to Inventory > Products, filter for inactive products, and turn the variant back on.
Checking your results
After you upload, you'll get an email showing whether each row updated successfully. Fix any failed rows and re-upload just those.
If your upload fails or times out, your file may be too big. Delete every row you didn't change and try again.
Updating customers or contacts instead? See Customers: Bulk Update Customer Settings with the Customer CSV or How to upload and assign Contacts via CSV.