Column descriptions are listed in the order they appear on the spreadsheet. When entering data, follow the examples included in the exported file.
ItemId. DO NOT edit this value for existing items. It is a system-assigned number. The system first attempts to use the ItemId to match the row with an existing item. This column must be sorted in ascending order. Leave the ItemId field blank for new items.
Name. Item name up to 100 characters. Double quotes (“), less than (<), greater than (>), colon (:), and pipe (|) characters are not allowed in the item name.
SalesDescription. Description of the item for sales transactions, up to 4000 characters. Also used on purchasing forms if no purchase description is provided. QuickBooks Online requires each item's description to be unique.
QuantityOnHand. In-stock quantity (max value is 9,999,999,999,999.99999). Any changes made to the quantity will be entered as an inventory adjustment. You should also change ValueOnHand as well, as it is not automatically calculated.
ValueOnHand. Total cost basis for the item (max value is 9,999,999,999,999.99999). This field is NOT calculated automatically when you change the quantity. You can enter the change in value manually, or you can set up a formula to calculate the change. Many people use this to update the cost basis to account for depreciation, etc. Thus, the system will use whatever value you put there. If you change the quantity, you should change the value as well. Leaving this value the same while changing the quantity is one of the most common reasons we see for people having an unexpected cost basis. In the adjustment, you may use the Compute button to calculate the changes in value.
Category. The category to which an item is assigned. If subcategories are used, this would be master category:subcategory or mastercategory:subcategory:subcategory. SOS supports a master category with up to two subcategories.
PurchaseDescription. Purchasing description, up to 4000 characters. If this field is left blank, SOS Inventory will use the item's sales description on purchasing forms.
SKU. The stock keeping unit associated with an item. This field can be used as a search reference.
Barcode. Barcode used to represent the item. Up to 100 characters are allowed, depending on barcode type used.
PreferredVendor. Default vendor for this item. This will assist you in generating purchase orders from the Reorder report. (If you need to specify multiple vendors for an item, use the Vendor-Item Catalog to add additional vendors.)
VendorPartNumber. Vendor-specific part number, up to 50 characters.
SalesPrice. Default sales price for the item (max value is 99,999,999.99999).
SalesPricePercent. Percent markup, if markup is used.
Cost. Default purchase cost of the item (max value is 99,999,999.99999). Also called standard cost.
Bin. Default bin for this item.
IsTaxable. TRUE if the item is taxable, FALSE if it is not.
TypeOfItem. Item type, as described in Item field descriptions. Use the existing items as a guide for what goes in this field. Valid types are: Inventory Item, Non-inventory Item, Category, Expense, Assembly, Item Group, Service, Labor, Overhead, or Other.
ReorderLevel. The stock level at which this item needs to be reordered. All items are assumed to be on the Reorder report unless a large negative number (such as -99) is entered, which will hide the item from the report.
SyncWithQuickBooks. This option states whether you want the item to sync to QuickBooks Online. TRUE for yes, FALSE for no. If you plan to use the item on any transactions sent to QuickBooks Online (invoices, etc.), TRUE must be entered.
Deleted. An item may be deleted only if its QuantityOnHand and ValueOnHand are already at zero. If not, then the edit that is bringing these values to zero must be imported first. A second edit and import must be done to set the Deleted value to TRUE. If not deleting the item, leave as FALSE.
SerialTracking. TRUE for yes, FALSE for no. An item can be both serial and lot tracked, if desired.
LotTracking. TRUE for yes, FALSE for no. An item can be both serial and lot tracked, if desired.
SalesItem. Show on sales forms. TRUE for yes, FALSE for no.
PurchasingItem. Show on purchasing forms. TRUE for yes, FALSE for no.
ManufacturingItem. Show on manufacturing forms. TRUE for yes, FALSE for no.
MaxStockLevel. Max restock level of item. Optional.
Notes. Other info about the item.
UsePricePercent. TRUE to use markup pricing, FALSE otherwise. Used in conjunction with SalesPricePercent.
Weight. Weight of the item, in units specified by WeightUnit.
WeightUnit. Units used to represent weight of this item. Must be either lb (pounds), oz (ounces), kg (kilograms), or g (grams).
Volume. Volume of the item, as specified by VolumeUnit.
VolumeUnit. Units used to represent volume of the item. At this time, only cbm (cubic meters) is supported.
Starred. Designates the color of star displayed for an item. If using the default star method, then 0 is none and 2 is yellow. If using stoplight stars, then 0 is none, 1 is red, 2 is yellow, 3 is green.
Archived. TRUE to archive the item, FALSE otherwise.
WebUrl. URL where the item can be found online up to 255 characters. Example: https://www.sosinventory.com.
Tags. Tags used to easily find this item in searches and custom reports. Also used to group items together that are usually unrelated.
UpdateInventoryInShopify. If using the Shopify integration, TRUE for yes, FALSE otherwise.
UpdateInventoryInBigCommerce. If using the BigCommerce integration, TRUE for yes, FALSE otherwise.
Shippable. Specifies that the item can always be shipped. This option is available for items in which the TypeOfItem is designated as Non-inventory Item, Expense, Item Group, Service, Labor, Overhead, or Other.
CustomerPartNumber. Your internal part number for reference in reports and exports.
LeadTime. The length of time in days that must be allowed for a vendor to produce, ship, and deliver the item once it has been ordered. Used on the Pro Plan to automatically calculate reorder points.
MinimumPrice. The lowest sales price that the system will accept. Transactions attempting to sell the item for less will be rejected.
IncomeAccountName. Income account name up to 36 characters (see Accounts list under the Sync menu). Required for all items.
AssetAccountName. Inventory asset account name up to 36 characters (see Accounts list under the Sync menu). Inventory and assembly items have this.
COGSAccountName. Cost of Goods Sold (COGS) account name up to 36 characters (see Accounts list under the Sync menu). Inventory and assembly items have this.
ExpenseAccountName. Expense account name up to 36 characters (see Accounts list under the Sync menu). Usually same as COGS. All items that can be purchased will have this. For inventory and assembly items, it is the same as the COGSAccountName.
SalesTaxCode. For non-US based accounts. Enter the sales tax code name exactly.
PurchaseTaxCode. For non-US based accounts. Enter the purchase tax code name exactly.
Class. The class to which the item is assigned by default when used on transactions.
Warranty. The type of warranty attached to the sale of an item. The warranty must be defined in SOS before it will be included in the item definition.
CommissionAmount. Specifies the monetary amount per unit sold that a sales representative will receive as a commission. This is in addition to the commissions the sales rep is already receiving.
CommissionExempt. TRUE for yes, FALSE for no. Overrides the commission rate in the sales rep definition.
CommissionRate. Specifies the commission percentage that a sales representative will receive for the sale of the item. This is in addition to the commissions the sales rep is already receiving.
Custom fields. User-defined fields. If you have any custom fields, they appear in alphabetical order, after all the standard SOS Inventory fields. You must match the data type defined in your system's custom field. If the only changes you are making on a row for a customer is in a custom field column, then you must change something in a standard field–for example, add a “.” to the Notes field for the item.