Kavapp has imported goods — adding assortment has become faster
Kavapp has a new functionality — import of goods. This update will be especially useful for users who need to quickly add many product items to the system: store products, packaged products, bottled drinks, packaged desserts or other ready-made assortment that is sold as a product. Imports will also be useful for businesses that open a new point, transfer the product base from another accounting system or quickly expand the assortment.
For small businesses, working with the assortment often begins with a very practical task: everything must be entered into the system in such a way that it is then convenient to sell, print checks, control accounting and not get confused in names. When positions are few, this can be done manually without significant load. But if the store has several hundred or even thousands of products, a new outlet opens or the establishment quickly expands the menu, manually entering each item turns into a long and very painstaking process.
Each product must be created separately: specify the name, price, unit of measurement, if necessary, add a barcode, article number, manufacturer, name for the check and other data. In practice, this means a lot of repetitive work, where it is easy to skip a field, make a mistake in the unit of measurement or not immediately notice an inaccuracy in the name.
Importing goods helps to significantly simplify this stage. The user can now download a ready-made CSV template from Kavapp, fill it with products in the usual tabular format and import the file back into the system. That is, instead of creating each position separately in the Kavapp Admin interface, basic data can be prepared in one table, checked and uploaded to the system by one import.
Quick start for menu and assortment
The new functionality is especially useful when starting work with Kavapp. For example, the owner of a store near the house can prepare drinks, snacks, basic necessities, household items, packaged goods, items with various barcodes, packages and units of measurement in the table. For a food establishment, imports will be useful when you need to add exactly the goods: bottled water, juices, cola, coffee in packs, ice cream in a package, cakes or other desserts and ready-made items that are sold as a product range.
Imports will also be useful for those who switch to Kavapp from another accounting system. When the business already has a formed assortment, repeated manual entry of goods may seem like unnecessary technical work. Importing simplifies this stage: data can be prepared in a table according to the Kavapp template and downloaded to the system in a more organized way. This does not eliminate the need to check the file carefully, but significantly reduces the amount of manual work in the interface.
Import will also be useful when the business is rapidly expanding its product range. The store can add a new product category, the coffee shop — can introduce additional items near the cash register, and the food establishment — can add bottled drinks, packaged desserts, ice cream, coffee in packs or other ready-made goods to sell with you. In such situations, it is important not just to add new items, but to do it carefully: with the correct names, prices, units of measurement, groups, subgroups and data for the check.
The main advantage of the new functionality is not only in saving time. Importing helps to make the range settings more orderly. When the goods are prepared in the table, the user sees all the items together, can check the names, prices, units of measurement, groups, subgroups and other fields even before loading. This reduces the number of random errors and makes the first stage of working with the assortment much more controlled.
How Importing Goods Works in Kavapp
The import of goods to Kavapp is built around a ready-made CSV template and refers specifically to goods — items that can be entered into the system as a product range. This is a special table with the structure that the system recognizes during loading. The user does not create a file from scratch and does not invent his own column order: the template must be downloaded directly from Kavapp, filled with the necessary data, saved in CSV format and downloaded back to the system.
For stores, the functionality is available in Kavapp Admin in the «Items → Items → Import Items» section. For food establishments, the path is different: «Menu → Goods → Import of goods». In this section, you can download a template, prepare a product file, select it on your computer, or drag it to the appropriate download field. After that, Kavapp checks the file and the user confirms the import only when the data is correct and ready to be added to the system.
There are three types of mandatory data in the template: product name, price and unit of measurement. They are needed so that the product can be correctly entered into the system. Other fields are filled in as needed, but they are very useful for those who want to immediately enter the assortment not formally, but fully.
Through import, menu groups and subgroups, article number, manufacturer, barcode, volume or quantity, volume unit, quantity in package, product name for check, description for cashier, and manual quantity entry settings can be added at the time of sale. Thanks to this, imports can be used not only to quickly add names and prices, but also to more fully adjust the initial product base.
The assortment is immediately organized
One of the practical advantages of importing — is the ability to immediately distribute goods by groups and subgroups. For the store, these can be, for example, drinks, snacks, dairy products, household chemicals or other categories. For a food establishment — bottled drinks, packaged desserts, ice cream, coffee in packs or other goods sold as ready-made items. This distribution helps the cashier to find the right position faster, and the owner — to maintain a clear assortment structure.
An important nuance: groups and subgroups are not imported as a separate independent directory. They can be created when importing goods if the user specifies them in the appropriate columns of the template. In this case, the system creates a new group or subgroup and binds the goods from the file to it. At the same time, the data must be filled in carefully: if you specify a subgroup without the main group in the table, an error will occur during import.
Separately, you can add the article number, manufacturer and barcode. This is especially important for retail trade, because goods are often sold through scanning, and the barcode helps to make a position at the checkout faster. Manufacturer and article data also facilitate the internal organization of the assortment, especially if the store has many similar products or several variants of the same item.
The template also provides fields for volume or quantity, unit of measurement of volume and quantity of goods in the package. It is useful for goods sold in different formats: bottle, pack, package, set, packaged product or unit item. Thanks to this, the user can immediately enter important characteristics of the product, and not return to each item separately after import.
For correct work with checks, you can specify a separate product name for the check. This is convenient when the internal name of the position in the system differs from the short name that must be shown to the buyer in the check. If this field is not filled in, it automatically uses the main product name. You can also add a description for the cashier —, a short service tip that will help the employee better navigate the position during the sale.
Less handmade — more data control
Importing goods into Kavapp should not be taken as just a way to download information about goods faster. Its main value is that it helps to organize data before goods even appear in the system. When the assortment is prepared in one file, the user can calmly view all items, check prices, check names, make sure that the products are assigned to the correct groups and subgroups, and the units of measurement are specified in the same way as in Kavapp Admin.
Units of measurement require special attention. They should match those short names already configured in Kavapp Admin in the units section. If the unit is specified as «pcs.» with a dot in the system, it must also be specified like this in the import file. Such accuracy is important, because the system must clearly understand in which units the product is accounted for: pieces, kilograms, liters or other values used by a specific business.
It is also important that the system checks the file before confirming the import. If there are errors in the table, Kavapp will show exactly which data is filled in incorrectly and in which lines you need to make corrections. It can be an omitted product name, an incomplete price, an incorrect price format, a too long name, a subgroup without a main group, or a unit of measurement that is not in the Kavapp Admin settings.
Such a verification mechanism reduces the risk of incorrect loading of goods. If the name of the goods or the name for the check exceeds the permissible length, this can be corrected before the import is confirmed. If the table accidentally uses a unit of measurement that is not in the system, Kavapp will also report an error. For the user, this means that inaccuracies do not go unnoticed and are not automatically transferred to the work base.
There are also technical limitations that should be taken into account when preparing a file: the template can contain up to 5000 lines, and the file size should not exceed 5 MB. After filling out, the file must be saved in CSV format so that the system can process it correctly.
Detailed rules for filling out the template are described in the «instructions Configuring Kavapp Admin». For stores, you need a section — 3.3 «Import of goods», for food establishments — 3.7 «Import of goods». There you can view requirements for columns, file format, required fields, units of measurement and possible errors during loading.
Importing not only helps to speed up the setup, but also to make it more predictable and accurate. The new functionality simplifies work with the product range at Kavapp, especially at the stage of start-up, transfer of goods or rapid expansion of the product base. The business gets the opportunity to prepare products in the table, upload the file to the system, check errors before confirming the import and quickly move to work with sales, accounting and daily management. We wish you easy and convenient work with the assortment at Kavapp!
