If a larger number of products need to be edited, you can download a list of existing products, edit the list, and then import the changes to overwrite what was there previously.
Download a list of existing products
1. Log into Kitomba 1 and select the Manage tab, then select Products.
2. Apply filters on the left by checking the boxes. In the example below, the Redken category has been selected.
3. Select the checkbox at the top left to select all products. The filter in the example below has selected 553 products. You can refine your selection further with the product filters so that you have fewer products to work with.
4. Select the Download button.
The downloaded file will have a name like this:
and it will open in .csv format. Open the file using Microsoft Excel, Google Sheets or Mac Numbers.
The first eleven columns of the sheet will look similar to this:
5. Before you begin, highlight the two barcode columns and change the number format from General to Number. - do this every time you open the file while it is in .csv format.
The barcodes should be in Number format with zero decimal places. This button can be used to remove a decimal place.
Please note:
Do not rename, delete or move any of the columns of the sheet you have downloaded - they are formatted very specifically so you can import the list back into your database when you have updated it.
Edit the products in the list
Each line of the sheet represents an individual product. There will be a minimum of 33 cells in the line to store information about the product, including the name and codes that you can use to identify the product such as the Barcode(s) and Supplier Code.
There are cells for identifying codes used by the Kitomba database on your PC (column E: internal_code - highlighted below), the Kitomba 1 database online (column AE: ID) and a unique KPID (column AF). Do not edit or delete any of the cells with Kitomba codes.
The following cells can be updated if required:
| Field name | Cell heading |
| Product name and size | name |
| Barcode for the product | barcode_1 |
| Alternate barcode (used if the product has repackaged but otherwise unchanged) | barcode_2 |
| Retail price including GST | retail |
| Cost price excluding GST | cost_excl |
| Type (retail or professional) | type |
| GST Code | tax_code |
| Supplier | supplier_name |
| Supplier code (shown on supplier invoices) | supplier_code |
| Max stock level (the maximum number you'd like to have on hand when reordering) | max |
| Min (the minimum amount of this item to have on hand before you need to order more) | min |
| Order lot (the quantity of items that must be ordered at any one time) | order_lot |
| Category (it is recommended to leave Products as category_1 as this is your top level category) |
category_2, category_3, category_4 etc |
Saving the file
Save the file somewhere easy to find e.g. your desktop
- if using Excel, save as a CSV file (comma-separated values)
- if using Google Sheets, select File>Download as>Comma-separated values
- if using Mac Numbers, choose File>Export To>CSV
Before you save or close the .csv file, check that Barcodes are in number format - do this every time.
Import the updated list
1. Select the Product button and then Import a product list.
2. Select the Browse button.
3. Find the CSV file on your computer and select Open.
4. A message will display to let you know how many products you have successfully uploaded or any errors that need to be corrected before the list can be uploaded. Select the Proceed button if it looks correct.
Please note:
- You cannot change the number of stock on hand by updating a list in Kitomba 1. This can be done by performing a Stocktake.
- You cannot deactivate products by importing a list.
- Before you download the list of products that you want to work with, check the products have a valid Supplier and that Categories are named and arranged as you want them.
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