How Can I Update My Product List (e.g. Price Changes)?

In BestInvoicing it is possible to update your entire product list in case of price changes. The easiest way is to work with an export of your products, followed by an import containing the update information. How does this work?

Exporting Data

  1. 1.
    Go to your overview of Products. At the top right, click the blue button 'Full Product List'.
  2. 2.
    At the top right corner, you'll see another blue button 'Actions'. Click it to open a menu and select 'Export to xlsx (Excel)'.
  3. 3.
    The download will start: a message will appear telling you that your download is ready. Save it locally.
This Excelfile can be filtered, sorted, ... however you'd like. Indicate the new price in the column(s) containing price information.
The file needs to be uploaded into BestInvoicing again, containing the updated prices: this happens via the import function.
ATTENTION: Do not change any data in the 'Unique external ID' column! Based on this column, BestInvoicing will know to overwrite the existing products when importing the data. If you change this unique external ID, BestInvoicing will consider the file as new products and your list will be duplicated instead of updated.

Importing Data

Importing data into BestInvoicing is done on the basis of a csv file, which is a derivative of Excel. To create a csv file, choose 'Save as ....' from your Excel file and select file type 'csv'.
  1. 1.
    Navigate once again to your full product list and click the blue button 'Actions'.
  2. 2.
    Now click the bottom option: 'Import Products'.
  3. 3.
    Click the green button 'Import Data', located top right on the Import page.
You are now taken to the first import step.
  1. 1.
    Upload your csv file via 'Choose File'.
  2. 2.
    Indicate the type of data: Products.
  3. 3.
    Indicate what separator is used in your csv file. By default, the semicolon is used. However, you may also have used a comma, in which case you must enter the comma character here.
  4. 4.
    Name your import; by default the date of the current day is used. You can also enter the name of a new or existing product group (see below).
  5. 5.
    Indicate which separator is used for decimals (e.g. purchase price = 74.50 USD).
  6. 6.
    Indicate whether the first row of the file contains titles or not.
  7. 7.
    Click 'Next'.

Matching Data to BestInvoicing Fields

Once your file is uploaded, you need to match the columns from your file, to the available data fields in BestInvoicing.
For example, if you click the line next to the 'Name' field in BestInvoicing, all column names from your import file will appear. Select 'Column 0: Name' as a match for the BestInvoicing field 'Name'. For the field 'Postal Code', select 'Column 3: Postal Code', etc. until all your fields are matched.
Please verify that you explicitly match the column 'Unique external ID': these values must be matched correctly, see earlier, in order to avoid double submissions!
The matched result may look like this:
Click 'Next' to start the import. This process may take a few minutes. After import you will see how many customers have been created or updated.