Importing Suppliers via Excel Files
When businesses are moving to Hike POS, rather than having to manually create all their data – products, customers & suppliers – it may be preferable to have all information stored onto a spreadsheet, that can then be imported into Hike.
This requires an Excel file, a common spreadsheet, or a database, and is a popular option for many businesses – existing and new – to utilize when establishing their product base in Hike, especially when it contains many items.
When performing an Excel file import into Hike, there are two options retailers can choose from:
- Download Hike’s file template and insert your existing data into the template’s fields.
- Import your own Excel file and map the relevant fields during the activation process.
On this page, we’ll run you through the steps needed to import your Suppliers list – using either option - as well as troubleshoot any errors that may arise during the process.
Note: Hike recommends you download our template instead of importing your own file as there may be formatting issues or errors on things like column headings.
- How Does It Work?
- Option 1: Download & Use Hike’s Suppliers Excel Template
- Option 2: Using Your Own Supplies Excel File
- Guide to Excel Spreadsheet Suppliers Column Headings
How Does It Work?
Simply put, when you import an Excel file into Hike, the system will automatically look for some of the most common import errors in your Excel file before importing the entire contents of the spreadsheet into your store.
These errors can often be seen in column headings and/or mandatory fields that have been left blank, and if present, Hike will inform you of the exact problem, and you’ll be able to fix the problem on the screen itself.
Find out more about troubleshooting any import errors here
Option 1: Download & Use Hike’s Suppliers Excel Template
To begin, select Inventory from the Hike menu, and navigate to the Suppliers screen.
On the Suppliers screen, click on the IMPORT button.
Click on Download our Import File Template Here. This will commence the download of the Suppliers.xlsx file.
Once the download has been completed, open the file.
The spreadsheet will appear as blank, except for the column headings that you will need to populate to successfully import your data across.
Note: If you have already added suppliers to Hike itself, those suppliers will also appear on your downloaded Suppliers template. Do check, however, that all your suppliers have been added and create entries for those that are not on the Excel file.
From here, you will be able to fill in the columns with your supplier's list. You can add or delete any column headings as per your store’s requirements. For a full list of the column headings, please refer to Importing Suppliers via Excel Files.
Once you have completed filling in your Suppliers, save the file and upload it into the Import screen in Hike.
A new window will then slide out with two columns:
- On the left is the column headers in your file (Data Field in your File)
- On the right are the column headers that Hike uses. (Corresponding Data Field in Hike)
As you have downloaded the template directly from Hike, the fields should automatically map with their corresponding value, but it’s always good to double-check and edit any that are incorrect by using the drop-down box.
Once you have finished, select Continue.
You will then be prompted to save the Template of the mapping you have created for future use. This is useful in instances where your template Excel file has different field names from those that are used in Hike. Next time, you import an Excel file, Hike will automatically map the Excel headers to Hike without you having to manually change each one.
Click YES if you want to save.
You can then enter a new template name, which you’ll be able to select the next time you import an Excel file. Click OK once done.
When done, a Record Log will appear of the suppliers that have been imported. If there are fields that have been incorrectly mapped, select Edit Column Mapping and you will be taken back to the mapping screen.
But if everything lines up, click on Connected & Validate to commence the upload.
The hike will then check your file, import successful entries, and make a list of any unsuccessful entries. You will be taken back to the Import/Export screen, and under the Import Log, you will find the status of your Suppliers Excel import.
If the import has been successful, it will be shown as Processed.
If the import has not been successful, the status will ask you to View and Fix errors, which you will need to select to troubleshoot.
Find out how to troubleshoot Excel files here
Option 2: Using Your Own Excel File
If you don’t want to use Hike’s template, and you already have your own Excel file, then importing that into Hike POS is just as easy.
Just like you would with a downloaded Hike Excel template, use the Import function to upload your own supplier's Excel file.
Once you have uploaded your Excel file, you will be asked to map the column headings to the corresponding data fields in Hike.
Your column headings on your Excel file may look different from those suggested in Hike, however, referring to Hike’s column headers and linking how your own headers fit with Hike’s can make the mapping process so much easier.
Note: Only the data fields that have appeared in your Excel will be listed.
Use the drop-down box to match each data field on your Excel file to Hike.
Once you have mapped all the fields, please click on Continue.
You will be asked to give your mapping a Template name. Next time you import an Excel file, you can use this saved template and Hike will automatically fill in the fields for you.
But if everything lines up, click on Connected & Validate to commence the upload.
Note: Your Record Log will appear in the style of Hike’s template. Any blank columns may be worth considering adding to your Suppliers manually if such details are available.
You will then be taken back to the Import/Export Screen, and under the Import Log, you will find the status of your import.
If the import has been successful, it will be shown as Processed.
Note: If there are a large number of suppliers to import, the sync process may take some time. Keep clicking on the Refresh button to see if your Excel file has been successfully imported.
If you want to add details manually to your suppliers, you can do so from the Suppliers screen
If your status appears as showing errors, you will need to troubleshoot the problem.
You can check the suppliers on the Suppliers screen from the Hike menu.
Guide to Excel Spreadsheet Suppliers Column Headings
This guide describes what each of the column headers on Hike’s default template means. There is only one mandatory field – Company Name. Please note, the guild only lists all the native fields in Hike. Any custom fields you have added are not listed here.
| Company Name: | This is the name of your Supplier and is the only mandatory field. |
| Supplier Code: | If your supplier has a specific code that you use to identify it this is where you would add it to your CSV file. |
| First Name: | If your Supplier has a contact person you would enter their first name here. |
| Last Name: | Enter the Last Name of your Supplier contact person. |
| Email: | The email address of your supplier or contact act person can be entered here. |
| Phone: | The phone number of the supplier/contact person. |
| Mobile: | The mobile number of the supplier/contact person. |
| Website: | The URL of the supplier’s website. |
| Default Tax: | The default tax rate that you use with your supplier. |
| Mailing Address: | The following fields are related to the Mailing Address of the Supplier. Necessary if you need to return faulty stock, damaged items, etc. Could also be a warehouse location. |
| Mailing City: | The Mailing City of Supplier. |
| Mailing: State/Region: | Mailing State/Region of Supplier. |
| Mailing Country: | Mailing Country of Supplier. |
| Mailing Post/Zip Code: | Mailing Postcode/Zip Code of Supplier. |
| Physical Address: | The following fields are related to the Physical Address of the Supplier. |
| Physical City: | Physical City of Supplier. |
| Physical State/Region: | Physical State/Region of Supplier. |
| Physical Country: | Physical Country of Supplier. |
| Physical Post/Zip Code: | Physical Post Code/Zip Code of Supplier. |
| Notes | Here you can enter any related notes such as a description of the items being purchased by the supplier. This will be seen under Description in your Suppliers section in Hike POS. |
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