Adding or editing multiple items in bulk helps save time by letting you export your menu as a CSV file, make changes, and import it into Back Office. You can export a backup copy of your product menu to review or keep as a reference before making any product or tax setting updates. 

In this article, we'll guide you on how to upload multiple items in bulk using a CSV file. 

What’s in this guide?

Import guidelines 
Exporting the menu file
Importing new items
Importing updates to existing items 
Frequently asked questions

Import guidelines

Before importing, review these guidelines to ensure your data is formatted correctly.

• The import file must be in comma-separated value (CSV) format. 
• Ensure your tax settings are properly configured in Back Office. 
• Some columns correspond to a Yes/No toggle in Back Office. When editing the CSV file, enter 1 to indicate Yes and 0 to indicate No.
• Do not edit or add any numbers in the Product ID column. This is automatically assigned by Lightspeed when you import new products. 
• If you manage multiple sites, products that are successfully imported from one site will be available across all sites. To enable or disable a product for a single site, refer to our article on setting up products and prices for different sites.
• Some columns can be left blank. See the section below for details on required and optional columns. 

Understanding import columns

A successful import depends on completing all required columns accurately. Some columns are optional, while some are mandatory. It is essential to understand what each column represents and how it should be filled out. 

Required columns for import

• Product ID: A unique number that's assigned automatically by Lightspeed for each product.
• Product Name: The name of your product or modifier. This is what shows on the POS, production dockets, receipts, and purchase orders. 
• Unit: Defines the product measurement, whether by unit, weight, or volume. Unit measurement is used for a single item by default. 
• Default Size: The size of the product. This must be filled out if Unit is selected as the product measurement. 
• Sell Price: The product's selling price. This price may not be fixed and can be influenced if you have product variants, option sets, and price lists. When entering the sell price, only enter the numbers and exclude the currency symbol. 
• Sell Tax Code: The tax unique identifier, such as GST, WET, and FRE, that applies to the product's selling price. 
• Cost Price Inc Tax or Cost Price Ex Tax: The product's cost price used for purchasing and cost of goods sold (COGS) reporting. Depending on your tax configuration, this could either show Cost Price  Inc Tax or Cost Price Ex Tax on the spreadsheet. 
• Cost Tax Code: The tax unique identifier, such as GST, WET, and FRE, that applies to the product's cost price. 
• Is Modifier: A toggle in Back Office to indicate whether an item is a product or a modifier. On the spreadsheet, enter 1 for Yes or 0 for No. 
• Print Docket: Indicates if an item should be printed on production dockets or not. On the spreadsheet, enter 1 for Yes or 0 for No. 
• Sell Account: Defines if a product or modifier is sold on the POS. On the spreadsheet, enter 1 for Yes or 0 for No. 
• Buy Account: Defines if a product or modifier is ordered from a supplier. On the spreadsheet, enter 1 for Yes or 0 for No. 
• Inventory Account: Indicates whether a product or modifier is included in the stock count and appears in the Stock on hand report. On the spreadsheet, enter 1 for Yes or 0 for No. 
• Inventory Type: Indicates whether an item is purchased from a supplier or created by recipe. On the spreadsheet, enter 1 for Purchased or 0 for Made. 
• Container: Defines how the product is measured. Selections include bag, bottle, bucket, can, container, keg, packet, tub, or unit. This should be written in uppercase when entered in the spreadsheet. 
• Variable Qty Prompt: Indicates whether the variable quantity prompt should be activated for this item. On the spreadsheet, enter 1 for Yes or 0 for No. 

Optional columns for import

• Product No: This is the alphanumeric product number that's often used for custom third-party integrations. 
• Docket Name: The product name that shows on your printed production dockets or kitchen bump screens. 
• Barcode: A unique number assigned to a product that's used in conjunction with a barcode scanner for search functionality. 
• SKU: Stock-keeping unit (SKU) is a unique code used to map a product with other apps, such as when integrating with Shopify. 
• Tags: An alphanumeric code assigned to a product to use for filtering or searching in Back Office or the POS. Multiple tags can be assigned per product. 
• Category Names: This is the category name to group your products on the POS. If linking a product to multiple categories, enter each category name in the spreadsheet separated by commas. Products can be imported successfully without an assigned category, but they are not displayed on the POS. 
• Image URL: Enter an image URL to add a photo to the product. It can be a product image URL from your website. Avoid using images from a website that requires login credentials to access. 
• Reporting Group: Determines how products are categorized in Insights reports. Only one reporting group can be assigned per item. If no reporting group is assigned, the item is displayed under the None group in reports. 
• Friendly Name: The name you assign to a product to display in the online ordering platform. 
• Show Online: Determines whether a product is displayed on your connected online ordering platform. On the spreadsheet, enter 1 for Yes or 0 for No. 
• Online Description: The product description displayed on your connected online ordering platform. 
• Purchase Format: The format of the product for purchasing. By default, this is set to Individual. Other selections include boxes, crates, cartons, and packs. 
• Purchase Qty: Defines the quantity of the item based on the purchase format when sending an order to the supplier. 

Exporting the menu file

You can start your bulk upload by exporting the correct menu file template. Using this approved template and column structure ensures a successful import in Back Office. 

To export your menu file: 

1. Log in to Back Office with your Lightspeed credentials.
2. From the navigation menu, select Products.
3. Click the cloud icon with the downward arrow (export) to download a .CSV copy of the menu template. 
   

Importing new items

When importing new items, some columns are required while others are optional and can be left blank.  The Product ID column must be left blank to avoid errors when importing. Lightspeed automatically generates and assigns the product ID after the products are imported. 

For new sites without any products added in Back Office yet, the import template includes only column headers. It's essential to understand what each column represents. Alternatively, you can create a sample product to use as a reference, then export the file.

To import new items: 

1. From the navigation menu, select Products > Import Products.
   
2. Click Get the Import Template to download a .CSV copy of the menu template.
3. Open the .CSV file using Google Sheets. 
4. Enter the required product information in each column. 
5. Once you're finished editing the file, select File > Download > Comma Separated Values (.csv). 
   
6. To import the file, navigate back to Back Office. 
7. From the navigation menu, select Products.  
8. Drag and drop the .CSV file into the upload box, or click the box to browse and select your file.
9. Click Import Products. 
   

Once finished, a message is displayed confirming whether the import is successful or if any items failed and require correction.

Importing updates for existing items

For existing products, bulk updates can be made by exporting the product menu, making the necessary changes in the CSV file, and importing it into Back Office.

To import updates for existing items:

1. From the navigation menu, select Products.
2. Click the cloud icon with the downward arrow (export) to download a .CSV copy of the existing menu. 
   
3. Open the CSV file using Google Sheets. 
4. Enter your desired updates on the spreadsheet. 
5. Once you're finished editing the file, select File > Download > Comma Separated Values (.csv). 
   
6. To import the file, navigate back to Back Office. 
7. From the navigation menu, select Products.  
8. Drag and drop your product import CSV file into the upload box, or click the box to browse and select your file.
9. Click Import Products. 
   

Once finished, a message is displayed confirming whether the import is successful or if any items failed and require correction.

Frequently asked questions

What's next?