Import Items into Xero fast and easy, using Business Importer.
How to import Items into Xero with Business Importer in 5 simple steps
To import Items into Xero, please, follow 5 simple steps:
1. Sign in to Business Importer and connect it to Xero.
To connect Business Importer and Xero go to:
Accounts – Add company – Xero
2. Go to Import tab. Upload your Excel file or paste the DropBox or Google.Drive link. Click on the Next button.
3. Choose the list in your Excel, which contains Items you want to import into Xero. Click on the Next button.
4. Select Company (you want to import to) and Entity (Item), and create mapping – connect Xero labels* to Your Labels**. Press the Next button.
*Xero labels – Xero fields at Items that are required to be filled in.
**Your labels – your spreadsheet columns containing all information on Items you want to import into Xero.
5. Review* if the information is entered correctly and click on the Next button.
*Correct data if necessary – on this stage you can manually change data in the columns you are going to import into Xero.
Your import is in process. Don’t wait until it’s done – you will be notified by e-mail.
Check out your Items import into Xero result in your e-mail or in the Scheduled imports tab.
Or check out the results at your Xero account.
How-to Guide – How to import Items into Xero
Find a detailed How-to guide in Business Importer. It will help you prepare your spreadsheets that contain Items, Invoices, Purchase Orders, Contacts, Manual Journals, Bank Transfers, Bank Transactions, Categories, Bills, etc. you want to import into Xero.
|Xero Field||Business Importer Name||Description||Example|
|Code||Code||User defined item code (max length = 30)||020812|
|Sales Description||Description Sales Description||The sales description of the item (max length = 4000)||Golf balls – white 3 pack.|
|Inventory Asset Account||Inventory Asset Account||The inventory asset account for the item. The account must be of type INVENTORY.||630|
|Is Purchased||Is Purchased||Valid values: true or false.
When IsPurchased is true the item is available for purchase transactions in the Xero UI. If IsPurchased is updated to false then PurchaseDescription and PurchaseDetails values will be nulled.
|Is Sold||Is Sold||Valid values: true or false.
Defaults to true.
When IsSold is true the item will be available on sales transactions in the Xero UI. If IsSold is updated to false then Description and SalesDetails values will be nulled.
|Name||Name||Name of Item. (max length = 50)||Cappuccino|
|Purchase Description||Purchase Description||The purchase description of the item (max length = 4000)||Best Cappuccino|
|Purchase default account||Purchase default account||Default account code to be used for purchased. Not applicable to the purchase details of tracked items.||500|
|Purchase COGS account||Purchase COGS account||Cost of goods sold account. Only applicable to the purchase details of tracked items.||501|
|Purchase tax code||Purchase tax code||Used as an override if the default Tax Code for the selected is not correct. Valid values: INPUT, NONE, OUTPUT, GSTONIMPORTS.||INPUT|
|Purchase cost||Purchase cost||Unit Price of the item. By default UnitPrice is rounded to two decimal places. You can use 4 decimal places by adding the unitdp=4 querystring parameter to your request.||5.00|
|Sales default account||Sales default account||Default account code to be used for sale. Not applicable to the purchase details of tracked items||600|
|Sales tax code||Sales tax code||Used as an override if the default Tax Code for the selected is not correct. Valid values: INPUT, NONE, OUTPUT, GSTONIMPORTS.||OUTPUT|
|Sales cost||Sales cost||Unit Sales Price of the item. By default UnitPrice is rounded to two decimal places. You can use 4 decimal places by adding the unitdp=4 querystring parameter to your request.||10.00|
Check out the Items import results
There are 6 types of import results.
Errors in the Items import into Xero
The most common errors and the ways to solve them.
There are 5 the most common errors made by our clients when they import Items to Xero. To prevent this happening, we have reviewed all of them and given solutions below.
|Problem||Error occurs||Solution||Correct example|
|Account code is not found at your Xero account.||Accounts with Code ‘140’ not found in your account.||Please, provide a valid assets Inventory account.||090|
|Inventory Asset Account is not stated in the Item you want to import into Xero.||Inventory Asset Account must be used with a Cost of Goods Sold Account.||Please, provide an Inventory Asset account.||630|
|Invalid Asset Account.||The InventoryAssetAccountId account is invalid.||Please, check out the Asset Account.||630|
|The item with the same code already exists.||Price List Item with Code ‘Coffe’ already exists.||Please, review the account code or item.|
|No price stated for this item.||Price List Item Code must be supplied.||Please, provide sales and purchase price for the item.||Purchase cost = 70.00
Sales cost = 120.00