Field guidance

Basic product fields

Item ID

If you are creating a new product, leave this field blank. If you are updating an existing product (having taken an export first), you must not change the number in this field. This is not the same as your product’s SKU code.

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Item Name

Enter the name of the product here. HTML is not allowed.

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Item Description

Enter the description of the product here. You can use either HTML or plain text here. Don’t allow the description to take up more than one row on the spreadsheet.

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Image URL/File Name 1, 2, 3, 4, 5

Use these fields to add images for the product. Only .jpg .jpeg .png and .gif files are accepted. .webp images cannot be imported. You don’t have to use all 5 of the fields.

If the image is already hosted on a website, provide the URL for the image here. The system will then collect the image and place a copy on the servers. Ensure that your image file name does not include any query strings after the file name. For example, http://www.website.com/images/imagefile.jpg will work, but http://www.website.com/images/filename.aspx?id=12345678 won't.

If the image is on your computer’s hard drive, follow these instructions to include the image for your product.

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ALT Tag 1, 2, 3, 4, 5

In this field specify the text for an ALT tag for the corresponding image. The ALT tag is used when the image doesn’t display on the page or by screen reading software.

Alt tags should not be stuffed with keywords. Instead, they should provide an accurate text description of the image itself.

Please note that ALT tags will not be added to existing images unless the corresponding image columns are included in the import file.

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Item Video

To enter a video for the product you will need to have uploaded the video to a video sharing website (like YouTube or Vimeo). Then you can obtain the embedding code for the video and place it in this field.

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Category 1, 2, 3

In this field(s) place the exact name of the category you want to place your product into. You don’t have to use all 3 fields.

If your category structure has parent & subcategories, then you only need to enter the final category that the product is actually placed in. If your category doesn't already exist, then you can enter it here, and the system will create it for you.

If you have 2 categories that have exactly the same name, then you'll need to also enter the full category structure here. You can do the same if you are creating a category and want to say where, in your category structure, it is located. Enter the category structure with the parent categories in front of it separated with a >, e.g. Ladies Clothing > Dresses > Summer Dresses

If you prefer, you can enter the unique ID for the category (as stored in the system), instead of the full hierarchy. You can obtain the unique ID for each category on your account by taking a category export (the unique ID is located in column A of the export file).

Please note: If entering the IDs for the categories, you cannot mix and match category names and IDs in the same import sheet. The import sheet should contain either only category names or only category IDs and not both.

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Brand

If you are using the brands app, in this field enter the exact name of the brand you want to place the product into.

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Price

Enter the normal selling price for the product in this field. If your product has variations that are priced differently to the base product, you should still enter a price (make it the cheapest price) for the base product.

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Sale Price

If you have a sale price for the product, enter it here.

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RRP

If you want to display the recommended retail price for the product, enter the price in this field.

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SKU

If you want to use the stock management system, enter a SKU code for the product in this field. Inputting a SKU code means the system will automatically begin to manage your stock, and will show an ‘out of stock’ message on products that have a stock value of zero.

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Opening Stock

If you have entered a SKU code, enter the quantity of how much stock you have of the product. If you haven’t input a SKU code, anything you put in this field will be ignored by the system.

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Weight

Enter the weight for the product here. This is necessary if you plan on calculating delivery charges based on weight. For a product with a weight of 3 pounds enter 3. For 1/2 pound enter 0.5. Just enter the numbers. Don’t input 'lbs/pounds'.

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Delivery Price

If you want the product to have a specific delivery price, enter it here.

Enter Free if delivery should be free. Do not enter '0' as it will be ignored. To remove a free delivery price from a product enter remove in the column.

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Single Delivery Cost?

If you have entered a specific delivery price for the product, use this field to determine if the cost should apply to multiple quantities of the product in one order.
Enter yes or 1 to not have the delivery cost be charged multiple times.
Enter no or 0 to have the delivery cost be charged multiple times.

If you have not entered a specific delivery price for the product, anything entered in this field will be ignored.

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Delivery Address Not Required

If you don't want your customers to have to enter a delivery address when ordering the product, enter yes or 1. Leave this field blank or enter no or 0 for a delivery address to be needed for the product.

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Cost Price

If you are using the gross profit report app, this field will be available for you to be able to enter the cost price of the product.

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VAT Exclusive

If you are VAT registered, you will see this column. If the product attracts VAT at the standard rate (regardless of whether it is included/excluded in the price), then leave this section blank (or you can enter no). But if the product doesn't attract VAT and is non-vattable, enter yes or 1.

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VAT Relief

If you have enabled the custom VAT features app, and the product is eligible for VAT relief, enter yes or 1. If it is not eligible for VAT relief leave this field blank.

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Custom VAT Rate

If you would like to set a custom VAT rate for the product, enter it here. Only enter the numbers. Do not enter a % symbol.

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Sort Order

If you want to give your product a sort order, enter the number here.

Optional SEO settings

These fields are optional as the system will automatically create the information for you if you leave them blank.

URL

If you want to give your product a particular URL, enter it here. You don’t need to enter your domain name, just what you want the last part of the URL to be, e.g. product-url-here. You can only enter letters, numbers or the - or _ characters. Nothing else is allowed. Do not use more than 70 characters.

Meta Title

Use this field to specify a meta title for the category. Do not use more than 70 characters.

Meta Keywords

Enter up to 6 keywords/phrases here. Separate each one with a comma. Do not use more than 70 characters.

Meta Description

Use this field to specify a meta description of up to 160 characters.

Additional fields

Option (with number and name)

If you use the filter groups app, you will see fields named 'Option..' with the names of the filter groups which you have created. In this field, if you want to place the product in that filter group, you should enter option names for the filter that pertain to the product.

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Related Products

If you want to specify related products, enter them in this field. To do so you will need the unique item ID of each product you want to add. The ID is found by taking an export of your products and is located in column A of the spreadsheet.

To enter more than one product enter each ID with a comma and a space (e.g. 193238, 1238239, 123238). You must enter both the comma and the space.

If you are entering related products that are new products, be sure to enter a number for the related product in the 'PRODUCT ID' column (starting with 1) and then enter this number in the 'Related Products' column field for the product you are creating now.

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Product extras fields

These fields will be available to you if you are using the product extras app. You can use all 3 ‘optional extra’ boxes, but you do not have to.

Optional Extra Name 1, 2, 3

In this field enter the name of the extra. Enter it how you want it to appear on your website.

Optional Extra Price 1, 2, 3

In this field enter the price for the extra. If the extra should be free then leave this field blank.

Optional Extra Cost Price 1, 2, 3

If you are using the gross profit report app, use this field to enter your cost price for the extra. If you have not installed the app this field will not appear.

Optional Extra SKU 1, 2, 3

If you want to link the extra to a product that you have created on your account, then enter the SKU code for that product here. The product you want to link to the extra must have a SKU code. It is not possible to link a specific variation of a product to an extra. If you enter the SKU code of a specific variation, the system will revert to using the base product instead.

To remove a product extra from a product enter [REMOVE] in the 'Optional Extra Name...' field(s). If you are removing an extra but you want to leave other existing extras on the product, make sure you still include the data for the other extras in the import. Removing the columns or leaving them blank will result in them also being deleted.

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Archived

If you want to archive the product, so it doesn’t display on your website, enter yes or 1 in this column. Otherwise leave the field blank.

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Reward Points Earned With Purchase

If you are using the reward points app, this field will be available to you.

Enter the number of reward points that customers earn when they purchase this product. Only enter numbers in this field. If the product has variations which are worth a different number of reward points, it is still recommended that you enter a value here.

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Warehouse Notes

If you are using the warehouse notes app, in this field enter any warehouse notes you have for the product.

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Global Trade Item Number (GTIN)

Enter the GTIN here.

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Manufacturer Part Number (MPN)

Enter the MPN here.

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Multi-buy offers app fields

If you are using the multi-buy offers app, these fields will be available to you:

Is this Product a 2 for 1 Product?

If the product is included in a 2 for 1 offer, enter yes or 1 here. If it isn’t included leave this field blank or enter no or 0.

Is this Product a 3 for 2 Product?

If the product is included in a 3 for 2 offer, enter yes or 1 here. If it isn’t included leave this field blank or enter no or 0.

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Is the Product New?

If the product should have ‘New’ displayed on it, enter yes or 1 here. If not, leave this field blank or enter no or 0.

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Trade Discount Exclusion

If the product should be excluded from trade discounts, enter yes or 1 here. If not, enter no or 0.

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File Uploads

If you have enabled the file uploads feature, use this field to determine how many file uploads a customer can add to the product. Enter only a number in this field.

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Back order app fields

If you are using the back order app, these two fields will be available to you:

Purchasable When Out Of Stock

Enter Yes or 1 to make the product purchasable when out of stock. Enter No or 0 to set the product as unable to be purchased when out of stock. Leave this field blank to use the default value you have set in your product settings.

Out Of Stock Quantity Limit

If you want to set an out of stock quantity limit specifically for the product you are adding, then enter a number here. Only enter numbers in this field. You do not need to enter a number in this field if you want the product to use the global quantity limit that you’ve set.

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HS Tariff Code

Use this field to enter the HS Code for the product. You will need to do this if you ship products internationally. If you don’t know the HS Code, you can look up the code on the UK government website which contains a searchable directory.

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Digital Downloads

If you are using the digital downloads app, use this field to attach the digital files, that should be sent to the customer, to the product.

If the files are being hosted externally, enter the URL for the file in the column.

If you have uploaded the files to your ShopWired account, then you will need to enter the ID of the uploaded file in this column. The ID for the file can be found by selecting Assets & Images > Digital Downloads from the menu. In the ‘Existing Files’ section is a column for the ID for each file:

If a product has multiple files that you need to attach to it, then place them in the same column and row for the product and separate them with a comma.

This field should look something like this:

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Min/max order quantities app fields

If you are using the min/max order quantities app, these two fields will be available to you:

Minimum Order Quantity

In this field enter the minimum number of the product a customer must order. If there is no minimum, leave this field blank. Only enter numbers in this field.

Maximum Order Quantity

In this field enter the maximum number of the product a customer can order. If there is no maximum, leave this field blank. Only enter numbers in this field.

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Custom Search Keywords

If you are using the product search keywords app, enter each keyword for the product in this field. If entering multiple keywords, enter each keyword followed by a comma (e.g. large, comfy bed, sleep).

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Customisation fields feature

If you are using the customisation fields feature, these fields will be available to you:

Customisation Field Label

In this field enter the label you want the field to display on the product page for your customer to see when they are entering their text, e.g. ‘Enter Engraving Text’.

Customisation Field Type

In this field enter either 1 Line Field or Text Area depending on which field type you want it to be.

Customisation Field Max Length

If you want to limit the number of characters a user can enter in the field, then enter the number here. For example, entering 10 would limit the user to only being able to enter 10 letters/numbers in the field. If you don’t want to limit the number of characters, then leave this field blank.

Multiple fields for one product

There are only 3 columns provided to you in the import template for customisation fields. If you want to specify multiple customisation fields for one product, you should enter the labels, types and max lengths for the fields into the same column, separating each with a comma. This would look something like this:

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Custom Fields

The fields available in the import regarding custom fields will depend on what custom fields you have configured within your account.

When updating or adding custom fields through the import, the order of the custom field columns is not important but all current custom fields in your account must have a column present in the export for the custom fields to update successfully.

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Royal Mail Click & Drop customs fields:

If you are using the Royal Mail Click & Drop app, the following fields will be available to you.

You will need to fill these fields in if you plan to ship the product internationally.

Custom Field - rm_customs_description

In this field enter an accurate and detailed description of the product.

You will also need to enter the country of origin for the product using one of these two fields:

Custom Field - rm_customs_origin_country

In the product creator there is a drop-down menu prepopulated with 18 of the most common countries.
Those countries are: Brazil, Canada, China, France, Germany, Italy, India, Indonesia, Japan, Mexico, Russia, South Africa, South Korea, Spain, Taiwan, Turkey, UK, USA
Use this field if the origin country is one of these. You must enter the country name as it is written above.

Custom Field - rm_customs_custom_origin_country

If the origin country is not one of the ones listed above, use this field to enter the 3 digit ISO code for the country. A full list of country codes can be found at https://www.iban.com/country-codes. Please ensure that you use the 3 digit code.

Product choices fields

Guidance for the fields relating to product choices can be found here.

Product variants fields

Guidance for the fields relating to product variants can be found here.

Product bundles fields

Guidance for the fields relating to product bundles can be found here.

Google fields

Google Category

In this field you can specify a Google category for the product by entering the Google Category ID of the category.

Click here to download a spreadsheet of the Google categories. The ID number for the category is the row number in the spreadsheet. For example, ‘Bird Cage Food & Water Dishes’ has an ID of 7386.

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Google Condition

In this field enter the condition of the item to send to Google Shopping. You can only enter New, Used or Refurbished.

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Google Is Bundle

If the product should be submitted to Google as a bundle product, then enter a 1 or yes here. If the product is not part of a bundle, leave this field blank. This field can be used in conjunction with the product bundles app.

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Google No Identifier Exists

If you don’t want to supply a GTIN and/or MPN for the product, enter a 1 or yes here. A value of FALSE will then be entered for the identifier_exists value in the Google Feed.

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Google Detailed Product Attributes

If you have activated any ‘Detailed Product Attributes’ in the Google Feed for your products, each attribute will have its own column in the import template. You can read more about this here.

Ebay fields

eBay Category

Enter the ID of an eBay category here.

You cannot choose a category that has subcategories, so you must choose an eBay category that contains products.

To obtain the ID for an eBay category you will need to visit the eBay website and navigate to the category you want to place your product in. When on the category’s page look at the top of your website browser to find the URL of the page:

In the above example the URL is https://www.ebay.co.uk/b/Garden-Sprayers/178984/bn_2315668 The category ID is contained within the URL:

In this example the ID is 178984.

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eBay Secondary Category

If you are choosing to display your product in two eBay categories, place the ID of the secondary category here. Click here to read guidance from eBay about listing your product in two categories.

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eBay Own Product Category

If you are placing your product in your own eBay category (as set up on your eBay store), place the ID (not the name) of the category here. The ID can be located in the ‘Your Own eBay Product Category’ dropdown when adding/editing a product:

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eBay Secondary Own Product Category

If you’re placing your product in two of your own product categories on eBay, enter the ID for the secondary category here.

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eBay Condition

In this field enter the eBay ID for the condition of the item. You can enter any one of these choices (just enter the number):

1000 - New
1500 - New other
1750 - New with defects
2000 - Manufacturer refurbished
2500 - Seller refurbished
3000 - Used
4000 - Very good
5000 - Good
6000 - Acceptable
7000 - For parts or not working
A detailed explanation of these conditions can be read here.

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eBay Service 1, 2, 3, 4, 5, 6, 7, 8, 9 (eBay Shipping Rates)

To configure delivery rates for eBay on your account follow the instructions found here. Once you have created an eBay shipping rate it will be assigned a unique ID by the platform:

Enter this ID in the 'eBay Service 1' field of the spreadsheet.

If the product has more than one available shipping rate, enter each one in a different eBay service numbered field. The same shipping rate can be used by more than one product.

To remove all of the current eBay services from a product, enter [delete all] in the 'eBay Service 1' field and remove all data from the other service fields.

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eBay Global Shipping

If the product should be marked as eligible for eBay’s Global Shipping Programme, enter Yes in this field. If the product is not eligible for the programme, leave this field blank.

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eBay Item ID

Upon taking an export this field will contain the eBay listing ID if there is one to be displayed.
You cannot use this field to assign a new product or update an existing product with an item ID. Thus, when importing products this field should be left blank.