Importing products and services

Products and services (i.e. rate cards) in your Scoro database are essential for creating quotes, orders, sales invoices, purchase orders, and bills. You can predefine the selling prices (rates), service descriptions and much more to save time when billing for your work, but also to be able to get thorough reporting on everything sold and bought. If you provide many services/products, the easiest way is to import the list in bulk.

Go to the Import/Export module in Scoro and open the tab Products and services.

TIPS:

• Insert one of the services you provide to Scoro under Settings > Sales and finance > Products and services. Fill out all the relevant data, save the product/service and then export it (select the product in the list view and hit the Export button). This is how you get the structure for other products/services you are about to import to the database. Alternatively, you can download the example file, but there are many columns that may be irrelevant.
• Insert the data about each product/service into a separate row.
• The mandatory fields that need to be filled in for importing products and services:
  
  • Product name
  • Default type: either in-house or outsourced. Use the type in-house if the service is provided by your team member(s). The type outsourced is used for products/services purchased from a supplier or provided by a 3rd party (and you are just reselling it). The column default_type needs to be filled out (lowercase) with either "outsourced" or "inhouse".
• Units that you use must be predefined in Scoro before importing products/services. An hour, minute, piece and day are in the system by default. Either use those units or create new ones beforehand.
• To define the product/service as in use add a 1 to the “is_active” field. If it is a service that should not be provided anymore fill in 0 (this way you will not lose reporting on historical data on services provided). If you are doing the first import, 1 should normally be used for all the rows.
• Group your services to get group-level detailed reporting. Grouping also simplifies quote and invoice creation if you provide many different services. Just fill in the productgroup_name column in the file. Product groups are created in Scoro during the import (and they don’t have to be predefined).
• If you use different pricing for different customers and have enabled price lists (available from the Pro plan), define the names of the price lists in Scoro first. That way you can import different selling prices (rates).
• You can define the default doer for the services you provide if, usually, one specific employee delivers the service. This employee must already have a user account in Scoro. Add your employee’s first and last name to the deafault_doer field (exactly like written on their Scoro user profile).
• You can define the default supplier if you outsource the service from mainly one supplier. If the supplier does not exist in the Contact list in Scoro, it is automatically added during the import.
• Delete the columns you do not need before the import. 

Now the mapping phase. Map the columns you filled out in Excel to the fields in Scoro. If you have used the column headers from the template file, most fields are mapped automatically.

You can either update already existing items or add new ones. If you are importing new products (or just doing the very first import) just untick the “Update already existing items” box.

If you are updating some values (like the name, selling price, type, etc.) on existing products, then you can keep the box ticked and then choose how you wish to match the fields. Note! If you've exported your product list with Scoro Product/Service IDs and are re-uploading the file after editing, then we recommend choosing this field for matching.

• Save matched column headers as default – If the checkbox is ticked and the “Import” button is clicked, the column header names in the import file are saved, so the next time you import a similar file, the system will match the values automatically.

Scoro will notify you once the import is complete. If some import lines contained errors, the lines with errors are not imported. You will get an error report indicating what the issues were. Just download the file, make corrections in there and import it again.

Importing product pictures

Images must be archived in a zip file, not in separate subfolders. If you wish to import multiple images for a product, rename the file with a vertical bar and add a number. E.g. 1003|1.jpg and 1003|2.jpg.

Note! Import pictures is displayed under Import/Export only when product pictures have been activated under product addons.