Before You Begin
Ensure you have set up your tax rates: Settings > Business Settings > Sales Taxes & Fees
Make sure you have created your product categories Products > Stock > Categories
If you plan to include images in your POS, have them downloaded ready in a JPG, JPEG, PNG or, WEBP file format.
A few helpful term definitions:
PAR
An abbreviation for Periodic Automatic Replenishment, which refers to a system for setting minimum and maximum quantity levels for inventory to ensure consistent stock without overstocking.
Variant
A form or version of something that differs in some respect from other forms of the same thing or from a standard. e.g Climbing shoe sizes are a variant of the Product.
Step 1: Navigate
Navigate to the Import function via the left hand column: Products > Stock.
Click on Imports at the top left of the page in the secondary navigation.
Select Products Import to open the import sidebar
Step 2: Download the Sample CSV File
Click the Download Sample button in the import sidebar
Open the downloaded CSV file in your preferred spreadsheet application
Review the column headers to understand the required formats and terminology as follows:
Column header in CSV | Easier-to-Understand Version | Definition |
product_name | Product Name | The main name shown for the item (e.g., La Sportiva Tarrantula Lace). |
variant_name | Option Name | The specific characteristic of the product (e.g., the size EU 42, or the color Blue). |
location | Selling Location(s) | The store, warehouse, or site(s) where this product is offered for sale (e.g., London, New York). Important: Use the exact names listed in your Clava settings. |
available | Available for Sale | (Yes/No) Is this specific product option currently offered to customers for purchase? |
track_stock | Monitor Stock Level | An on/off setting that tells the system to automatically count and update the quantity as items are sold and restocked. |
qty | Current Stock Count | The exact number of units you currently have in your physical inventory. This number is updated automatically when Monitor Stock Level is enabled. |
qty_par | Automatic Reorder Point | The target or minimum stock count you aim to keep on hand. When your Current Stock Count drops below this number, it signals that it's time to reorder or restock. |
Step 3: Recommendations for filling in your Product data
Fill in your product information following the sample format
Ensure all required fields are completed
Use consistent formatting for prices (numbers only, no currency symbols)
Match category names exactly as they appear in your Clava system
For products with variants, include a separate row for each variant
Save your file as a CSV (Comma Separated Values) format
Step 4: Choose Import Options
Before uploading your file, select the appropriate import options:
Clean Import
Removes all existing products before importing
Warning: This will permanently delete all current products
Use only when setting up a new store or completely replacing inventory
Create Duplicates
Allows import of products with names that already exist
Creates new product entries even if similar products exist
Use when intentionally importing duplicate product names
Send Email Notification
Sends confirmation email when import is complete
Includes summary of imported products and any errors
Recommended for large imports
Step 5: Upload Your CSV File
Click the Choose File button
Select your prepared CSV file from your computer
Review your selected import options
Click Import to begin the upload process
Step 6: Review Import Results
Wait for the import to complete (progress indicator will be shown)
Review the import summary showing:
Number of products successfully imported
Number of products that failed to import
List of any errors or warnings
If errors occurred, download the error report to identify issues
Correct any errors in your CSV file and re-import if needed
Best Practices
Test with small batch first: Import 5-10 products initially to verify formatting
Backup existing data: Export current products before doing a clean import
Use consistent naming: Maintain consistent product naming conventions
Double-check categories: Ensure all categories exist before importing
Validate pricing: Review all prices for accuracy before importing
Keep original file: Save your CSV file for future reference or re-import
Common Import Errors and Solutions
Error: Missing required field
Solution: Complete all required columns (Product Name, Standard Price, Category)
Next Steps After Import
Verify imported products appear correctly in Stock page
Add product images
Review and adjust inventory quantities as needed
Set up any product variants that require additional configuration
Test products in POS system to ensure proper display and pricing
Need help? Contact Clava support for assistance with product imports.