Bulk Serialized Import/Export

Bulk Serialized Import/Export

This guide walks you through importing serialized inventory into RepairDesk using our structured import template. It’s designed for merchants who want to upload or update serialized items in bulk—saving time and improving accuracy.

📝 Prerequisites

1

Have your serialized inventory data ready.

2

Download the correct Serialized Import Template from RepairDesk.

3

Know which items already exist in your inventory and which are new.

Navigate to the Import Page

1

From the RepairDesk sidebar, go to Inventory > Manage Inventory > Products.

2

Click the “Import” option at the top-right of the inventory listing page.

3

You’ll be taken to the Inventory Import screen.

Inventory Import Screen

Download the Serialized Sample File

1

Default Sample File: For importing basic inventory (non-serialized).

2

Serialized Sample File: For importing serialized items and custom attributes.

3

👉 Click Download Serialized Sample File (.xls/.xlsx).

Download Serialized Sample File
💡

Always download the latest version of the file to ensure compatibility.

Bulk importing serials into your inventory just got easier. Whether you’re updating existing items or adding new serialized stock, this guide walks you through how to fill out and upload your import file accurately—saving you time and effort.

Fill Out the Import File

1

Open the file in Excel or Google Sheets and follow these instructions to fill it out:

➕ For Existing Items:

  • In the Item ID column, enter the existing item’s ID (can be copied from your inventory listing).
  • Leave the Parent ID blank.
  • Fill in the Serial Number, Cost Price, Retail Price, etc.

🆕 For New Items:

  • In the Item ID, enter a custom alphanumeric value, like Ser1234. This will temporarily represent your new item.
  • In the Parent ID, use the same custom ID (i.e., Ser1234) for all associated serials.
  • Fill in the top row with item info: Category, Item Name, Description, Brand, Device Model, etc.
  • Fill in the serial rows below it. Leave item fields blank (they’ll inherit from the row with the Parent ID).

✅ Required Columns for Each Serial:

  • Serial Number
  • Manage Serials: Must be set to Yes
  • New Inventory Item Cost
  • Retail Price
  • Condition
  • Warranty and Warranty Time Frame (e.g., 6 & "Months")
  • Size, Color, Network

🔧 Custom Attributes (Optional)

You can add custom details like:

  • Custom Attribute Name: e.g., Battery Health
  • Custom Attribute Type: Textfield, Dropdown, Checkbox
  • Custom Attribute Value: e.g., "85%"
  • Custom Attribute Options: Comma-separated list for dropdown/checkbox

You can add more attributes by creating columns like:

  • Custom Attribute Name 1, Custom Attribute Type 1, etc.

Upload the File

2

Back on the Import page, either drag and drop your file or click Browse to upload it.

Upload File
3

Once uploaded, your file will appear in the Uploaded Files list.

Uploaded File List

Map Columns

1

You'll now see the Column Mapping screen.

Column Mapping Screen
2

The system will automatically match columns where possible.

3

For any column not matched:

  • Use the dropdown to manually assign it to the correct RepairDesk field.
  • All required fields must be mapped.
✅

Once everything is mapped, the Continue button becomes active.

Review and Confirm Import Data

1

On the Confirm Mapping screen, review all item and serial data.

Confirm Mapping Screen
2

Serial details like Serial Number, Cost, Condition will appear with line breaks under each item.

3

Click Confirm & Continue.

💡

A summary popup will show:

  • How many regular items will be added or updated.
  • How many serialized items will be added or updated.
Summary Popup

Import Progress and Completion

1

Click Confirm Import to begin.

2

A progress window will appear. You can “Continue Working” while the import runs in the background.

3

When the import completes:

  • A success popup shows a summary of added/updated items.
  • If there are errors, you can View Items which the system was unable to import.
Import Completion Summary

Export Options

Export Options

1️⃣ Export Default Template

  • This exports the selected inventory items in the basic format (no serial-level detail).
  • Best used for non-serialized items or high-level reporting.

2️⃣ Export Serialized Template

  • This exports the selected items in the new serialized format.
  • Includes:
    • Item details
    • Individual serial numbers
    • Associated serial-level info: cost, retail price, warranty, condition, custom attributes, etc.
  • Best used for editing serialized inventory or keeping a backup before bulk updates.
💡 Tip: If you export in the serialized format, you can directly use this file for making updates and re-importing after editing it.

Best Practices

  • Always start with the latest Serialized Sample File.
  • Keep item rows and serial rows clearly separated using Parent ID.
  • Use consistent serial number formats for easy reference.
  • Test the import with 2–3 items before doing a large batch.