Who is this for?
StoreHub merchants who need to add, update, or remove products from their inventory, either one by one or in bulk using a CSV file. This guide is for F&B, retail, and service businesses.
Overview
This comprehensive guide will show you how to manage your products in the StoreHub BackOffice. You'll learn how to add individual products, import many products at once using a CSV file, update existing products (both manually and in bulk), and delete products. Proper product management is key to accurate sales, inventory tracking, and a smooth checkout experience.
Before You Begin
Product Information: Have all product details ready, such as names, prices, categories, and stock levels.
CSV Template (for bulk import): If importing, download the latest StoreHub CSV template from your BackOffice.
Display Price Setting: Be aware of your 'Display Price' setting (tax-inclusive or tax-exclusive) as this affects how prices are entered and shown.
Unsupported Features for CSV Import:
Composite Inventory (products made of other products).
Single & Multiple Choice Modifiers (e.g., 'add cheese', 'extra sauce').
Products not tracking stock levels, or unspecified variants.
CSV File Rules: Do not delete or hide any columns in the CSV file. When updating existing products, ensure the 'SKU' column has valid and unique entries to prevent errors.
Step-by-Step Guide
Add a Single Product Manually
1. In your StoreHub BackOffice, go to 'Products', then tap '+ Add Product'.
2. Fill in the essential product details:
a. 'Product Name': The name of your product (e.g., 'Espresso', 'T-Shirt').
b. 'SKU': A unique code for your product (optional, but recommended for inventory tracking).
c. 'Category': Assign the product to a category (e.g., 'Coffee', 'Apparel').
d. 'Product Tags': Add multiple keywords to group the product (e.g., 'Western', 'Food', 'Promo Item').
3. Optional Settings:
'Product Image': Upload a clear image of your product. The images should ideally be 800px * 800px.
'Supplier': Assign a supplier to the product.
'e-Invoice Product Classification Code': For MY only. For more details, read this article.
'Price': The selling price of the product.
'Cost Price': The cost you pay for the product (for profit reporting).
'Tax Code': Select the applicable tax code for this product.
'Barcode': Enter or scan the product's barcode. Refer to this article for more information on how to setup barcodes.
'Modifiers': Tick this box to add customizations or add-ons (e.g., 'Extra Cheese', 'No Onion'). Refer to this article for more details.
Retail and Wholesale Pricing: Use Modifiers to distinguish pricing options (e.g., for retail and wholesale tiers). Create a Modifier with different price levels for easier customer selection.
'Track Stock Level': Check this box if you want StoreHub to manage the quantity of this product.
'Inventory': Check this box if you want to have the inventory level of your item tracked.
'Quantity' - Current stock level of product.
'Warning Stock Level' - When your product reaches this Warning Stock Level, it appears in Supply Needs. Supply Needs help you to keep track of items that need to be restocked.
'Ideal Stock Level' - The ideal level of inventory that you wish to have for this item. When creating Purchase Orders, StoreHub will suggest the amount to order based on this number.
'Inventory Types': There are a few different Inventory Types
Inventory Type | Clarifications |
Simple Inventory |
|
Composite Inventory |
|
Serialised Inventory |
|
'Kitchen Station': Set this up if you run an F&B business and need to print order dockets to the kitchen. Refer to this article for more details.
4. Product Addition Limits for Each Plan:
Plan | Number of Products |
Starter Plan | 1,000 Products (MY & PH) 2,000 Products (TH) |
Advanced Plan | 10,000 Products (MY, PH, TH) |
Pro Plan | Unlimited Products (MY, PH, TH) |
5. Tap 'Save'. Your new product has now been added to the BackOffice.
Note:
Tap 'Save and Create Another' to continue adding more products.
Import Products Using a CSV File (Bulk Upload)
This method is ideal for adding many products at once or for making bulk updates.
Download the StoreHub CSV Template
1. In your StoreHub BackOffice, go to 'Products', then tap 'Import CSV'.
2. On the 'Import CSV' page, tap 'Download template'.
Prepare Your CSV File
1. Open the downloaded CSV file using spreadsheet software like Microsoft Excel, Google Sheets, or Open Office.
2. Add your product information to the CSV file. Each row represents a product or a product variant.
a. 'Product Name': Required.
b. 'SKU': Unique identifier. Essential for updates.
c. 'Price': Selling price.
d. 'Category': Product category.
e. 'Track Stock Level': '1' or '0'.
f. 'Cost Price': Your cost for the product.
g. 'Barcode': Product barcode.
h. 'Tax Code': Name of the tax code.
i. 'Variant Name 1', 'Variant Value 1': Use these columns to define product variants (e.g., 'Size', 'Small'). You can use up to 3 variant sets.
Setting Retail and Wholesale Pricing with Variants (Click to expand)
Setting Retail and Wholesale Pricing with Variants (Click to expand)
In BackOffice, go to 'Products', create a product or edit an existing one.
Enable Track Stock Level and Has Variants under Inventory & Variants.
Add a variant group (e.g., 'Retail' or 'Wholesale') in the Variants section and specify distinct pricing.
Save the product to finalize.
j. 'Product Type': 'Standard', 'Variant', or 'Composite'.
k. 'Description': Product description.
l. 'Minimum Stock Level': For low stock alerts.
m. 'Reorder Quantity': Quantity to reorder.
n. 'Supplier': Product supplier.
o. 'Stock Level': Current quantity in stock.
p. 'Store': If you have multiple stores, specify which store the stock level applies to.
3. Save the file in CSV format.
Upload Your CSV File
1. In your StoreHub BackOffice, go to 'Products', then tap 'Import CSV'.
2. On the 'Import CSV' page, tap 'Select File' and choose the CSV file you just saved.
3. Tap 'Import' to upload your products. StoreHub will process the file, and your products will be added or updated.
Edit Existing Products Manually
1. In your StoreHub BackOffice, go to 'Products'.
2. Find the product you want to edit in the list and tap on its name.
3. Update any of the product details as needed (e.g., 'Price', 'Category', 'Stock Level', 'Description').
Changing the Price of an Item (Click to expand)
Changing the Price of an Item (Click to expand)
To update the price of an item in StoreHub:
a. In BackOffice, go to 'Products'.
b. Select the specific product you want to edit.
c. Scroll down to the Pricing section and adjust the price as needed.
d. Tap 'Save' to confirm your update.
e. Sync your POS system to reflect the updated pricing.
4. Tap 'Save' to apply your changes.
Update Products in Bulk Using CSV
This is useful for changing prices, stock levels, or other details for many products at once.
1. Export Products to CSV:
In your BackOffice, go to 'Products', then tap 'Export'. This will download a CSV file of your current products.
2. Edit and Modify:
Open the exported CSV file. Make your desired changes (e.g., update prices, adjust stock levels).
Important Note:
Do not change the 'Product ID' or 'SKU' columns for existing products, as these are used to match and update the correct items.
3. Save and Import:
Save the modified file as a CSV.
Follow the steps in 'Upload Your CSV File' above to import the updated file. StoreHub will match existing products by their 'SKU' and apply your changes.
Delete Products
Delete a Single Product Manually
1. In your StoreHub BackOffice, go to 'Products'.
2. Find the product you want to delete and tap on its name.
3. Scroll down to the bottom of the product details page. You will find a 'Delete' button. Tap this button.
4. A confirmation message will appear. Tap on 'Delete' to confirm the deletion.
Note:
Deleting a product is permanent and cannot be undone. Ensure the product is no longer needed before proceeding.
Delete Products in Bulk Using CSV
1. Export Products to CSV:
In your BackOffice, go to 'Products', then tap 'Export'.
2. Mark Products for Deletion:
Open the exported CSV file. For each product you wish to delete, remove the entire row.
Important Note:
Ensure you only remove the correct products for deletion, as this action is permanent.
3. Save and Import:
Save the modified file as a CSV.
Follow the steps in 'Upload Your CSV File' above to import this file. StoreHub will process the 'DELETE' flags and remove the specified products.
Troubleshooting
Issue | Solution |
Products not appearing on POS app after adding/importing. | After adding or importing products in BackOffice, open your StoreHub POS app, go to the main menu, and tap 'Sync' twice to pull the latest product data. |
CSV import fails or shows errors. | Check your CSV file carefully. Ensure all required columns are filled, no columns were deleted or hidden, and the data format is correct (e.g., 'TRUE'/'FALSE' for boolean fields). Make sure 'SKU's are unique for new products. Download a fresh template if unsure. |
Product prices are incorrect after import. | Verify your 'Display Price' setting in 'Settings' > 'General' (tax-inclusive or tax-exclusive) matches how you entered prices in your CSV file. |
Trouble editing product price through the app? | Try force restarting the app: Swipe away all running applications, reopen StoreHub, and log in using your PIN before retrying. |
FAQs
1. Can I update products by importing the CSV?
Yes, you can! If you've uploaded a CSV with SKUs that match the SKUs that are already in the system, the existing SKUs in your BackOffice will be overwritten with the new ones that you uploaded.
If you have varying quantities of stock throughout your outlets and don't want to overwrite them, you are able to delete the entire Quantity column in the CSV template; doing so will keep your current quantity levels intact.
2. What happens if the SKUs in my CSV are new and not currently assigned to any products in the BackOffice?
Uploading new SKUs will create new products. If you don't want to add new products, ensure the SKUs you upload to match the SKUs that are in the BackOffice.
3. If my existing product has multiple-choice variants and pictures when exporting the product CSV file to amend the price, will my multiple-choice variants and picture be erased?
No. Your multiple-choice variant and pictures will still remain. Only the data from the CSV file will overwrite the existing data. (EG. Price, Single-Choice variants, etc.)
4. How do I set my product price to be tax-inclusive or tax-exclusive?
Its simple! Go to your Settings in the BackOffice. On the General tab, scroll down to Display Price and select tax inclusive/exclusive.
5. How do I organize products with extensive variants (e.g., prescription details)?
Use the CSV template, specifying a Parent SKU and individual SKUs for variants with fields like Variant Name 1 and Variant Value 1.
Need Help?
Contact StoreHub Support via live chat in your StoreHub app or email [email protected].
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