KasirPOS
Import Products from Excel into a POS App: Add Hundreds of Items at Once
How to import products from Excel into a POS app on iPhone and iPad: prepare your list, fill in the template, then add hundreds of products at once.
Importing products from Excel into a POS app lets you add hundreds of items at once, far faster than typing them in one by one. The name, price, and stock of every item go into one table, then come in with a single import. In KasirPOS for iPhone and iPad, you do it through Products › Add › Bulk Import (Excel/CSV) with a template you can download from the app.
This guide explains how to prepare your item list, what each template column means, tips for making sure the file is read correctly, and what to check after the import.
Why importing products from Excel is faster
Adding one product through a form on your phone means typing the name, selling price, cost, unit, and stock, then saving. Say one product takes about a minute. For 300 products, that's 300 minutes, or 5 hours, not counting typos.
In a spreadsheet, the same work is much lighter. You can copy item names from an old list, fill in the same category for many rows at once, and check prices at a glance.
The work can also be shared. One person fills in names and prices from supplier invoices while another fills in stock while walking the shelves.
Preparing your product list
Before you open the template, gather your sources. They're usually already in your shop.
- Supplier invoices. These list item names and purchase prices, which become your cost prices.
- Old price lists. A price book, a sheet on the wall, or an Excel file you made before.
- Your shelves. For items that aren't in any record yet, and to count your opening stock at the same time.
Use a consistent naming pattern, for example brand, type, then size: "Cooking Oil Pouch 2 L". Tidy names make it easier for the cashier to find products and keep receipts easy to read.
Limit the number of categories. Ten clear categories, such as Staples, Drinks, and Soap & Detergent, are more useful than fifty overlapping ones.
The Excel product list template, column by column
The KasirPOS template has 15 columns. Only Name and Selling Price are required. The other columns can be left empty and completed later in the app.
| Column | What goes in it | Example | Required |
|---|---|---|---|
| Name | Product name as it appears at the register and on receipts | Sugar 1 kg | Yes |
| Variant Group | The same value for products that differ in size, color, or flavor. At the register they show as one item with a choice of variants | Plain T-shirt | No |
| Category | Product group | Staples | No |
| Barcode | The digits under the barcode lines on the packaging | (digits on the packaging) | No |
| SKU | Your shop's internal item code, if you have one | GP-1KG | No |
| Unit | The smallest unit for selling and counting stock | pcs, kg, bottle | No |
| Selling Price | Retail price per unit, numbers only | 18000 | Yes |
| Cost Price | Purchase price per unit | 16500 | No |
| Wholesale Price | Price per unit for bulk purchases | 17500 | No |
| Wholesale Min Qty | Minimum quantity for the wholesale price to apply automatically | 10 | No |
| Stock | Current quantity, in the unit from the Unit column | 24 | No |
| Min Stock | The low-stock warning threshold | 5 | No |
| Track Stock | Yes if this product's stock is counted, No for services or items that don't need counting | Yes | No |
| Decimal Qty | Yes if the product can be sold in fractions, for example 0.5 kg | No | No |
| Notes | Any extra information | Shelf 3, bottom | No |
The first row holds the column headings. Don't change or delete them, because the app reads the columns by those headings. Every row after that is one product.
Wholesale prices and carton or pack units can be set up in more detail after the import. That's explained in the guide to wholesale and retail pricing.
Tips for filling in the template so the import goes smoothly
- Enter numbers without "Rp" and without text. Write 18000, not "Rp 18.000", "18k", or "18 thousand".
- Don't merge cells. Merged cells shift the contents of the columns.
- Format the Barcode column as text. Excel often turns long barcode numbers into something like 8.99E+12, or drops leading zeros. Format that column as Text before filling it in.
- One barcode per product. Check that no barcode or product name appears twice.
- Delete the sample rows. If the template has sample rows, delete them before entering your data.
- Test with a few products first. Import 5 to 10 rows, check the result, then import the rest without the rows that are already in.
Tip: Keep a copy of your Excel file after the import. It's useful as an archive of your price list and as a starting point if you ever need to re-enter your data.
Editing the template on iPhone, iPad, or a computer
You don't need a computer. The template opens in Numbers or Excel on iPhone and iPad.
- On iPad. The most comfortable for filling in many rows, especially with a keyboard. Open the template from the Files app, edit it in Numbers or Excel, then save it as .xlsx or .csv. In Numbers, use the export menu and choose Excel format.
- On iPhone. It works, but it's better suited to adding or fixing a few rows.
- On a computer. Send the template to your Mac with AirDrop, or save it to iCloud Drive so you can open it from the computer. When you're done, send it back the same way and save it in the Files app.
You can also import .csv files. CSV is a table in plain text, which almost any spreadsheet program can create.
How to import products in KasirPOS
KasirPOS is a free iPhone POS app for iPhone and iPad that works without internet. Bulk import is done right in the app.
- Open the Products tab and tap Add › Bulk Import (Excel/CSV).
- Tap Download Excel Template, then save the file to the Files app or send it to a computer.
- Fill in the template following the column guide above. At minimum, Name and Selling Price.
- Go back to Bulk Import and choose the completed .xlsx or .csv file.
- Follow the on-screen instructions until the import finishes.
You can tidy up categories at any time through Products › Add › Manage Categories. Your product list can also be exported to Excel from the Add menu, for example as an archive or to print as a price list.
After the import: check, test scanning, delete sample data
- Spot-check a few products. Open 5 to 10 products and make sure the name, selling price, cost, unit, and stock are right.
- Test barcode scanning. Scan a few items at the register with the camera or a scanner. The right product should go straight into the cart. The guide is in the article on scanning barcodes with an iPhone and iPad.
- Delete the sample data. If you turned on the sample products for practice when you started, delete them through Products › Add › Delete Sample Data.
- Make a backup. Once your product data is complete, make a backup in More › Backup & Restore › Back Up Now and store it somewhere else. The reasons are covered in the guide to backing up your POS app data.
Need help with the import? See the product menu help or chat with us through More › Chat with Support on WhatsApp.
Frequently asked questions
How do I import products from Excel into a POS app on iPhone?
In KasirPOS, open the Products tab, tap Add, then Bulk Import (Excel/CSV). Download the template, fill in the name and selling price of each product plus any other columns you need, then choose that .xlsx or .csv file in the same menu. You can fill in the template right on your iPhone or iPad with Numbers or Excel.
Which columns are required in the product import template?
In the KasirPOS template, only Name and Selling Price are required, with the column headings in the first row. Other columns such as Category, Barcode, Cost Price, Wholesale Price, Stock, and Min Stock can be left empty. The more you fill in, the less you'll have to complete one by one on your iPhone or iPad later.
Can I upload products from a CSV file?
Yes. Besides Excel .xlsx files, the Bulk Import menu in KasirPOS for iPhone and iPad also accepts .csv files. Make sure the first row has column headings like the template, such as Name and Selling Price, and that the price columns contain only numbers, without "Rp" or thousands separators.
Why do barcodes in Excel turn into strange numbers like 8.99E+12?
Excel treats the barcode as a large number and shows it in a short form. Leading zeros can also disappear. Before filling it in, select the Barcode column and change its format to Text. If the barcodes have already changed, retype them after changing the column format.
Can I fill in the import template without a computer?
Yes. Save the template to the Files app on your iPhone or iPad, open it with Numbers or Excel, fill in your data, then save it as .xlsx or .csv. An iPad with a keyboard is the most comfortable for filling in hundreds of rows. Then choose that file in the KasirPOS Bulk Import menu.
