Supplier catalogue import checklist

A file that opens in Excel is not necessarily ready to import. Keep the original unchanged, then use these checks against your agreed destination template. Required fields depend on that template; a blank is not automatically an error.

1. Record the file and the import contract

• Record supplier, filename, version/date, sheet name, row count, delimiter and encoding. Assign a stable source-row number that survives sorting.
• Confirm which destination fields are mandatory, their accepted values, and whether this is a create, update or replace operation. Do not infer deletion from an absent row.
• Take a copy or export of the current destination before any approved import. Confirm how rollback will work.

2. Check structure and identifiers

• Identify the actual header row. Remove repeated headings only in the working copy; keep a record of removed rows.
• Keep SKUs and GTINs as text. Check for lost leading zeroes and scientific notation. Do not repair an identifier by guessing digits.
• Define the unique key: supplier plus SKU may be appropriate when different suppliers reuse codes. Compare duplicates both inside the file and against the destination.
• For a duplicate key, distinguish exact duplicates from conflicting values or variants. Flag the conflict before choosing a winning row.

3. Check meaning, units and values

• Do not map a trade price into a selling-price field merely because both are numeric. Record currency, tax basis and whether the price is per item or pack.
• Require an explicit pack quantity. “Box” alone is insufficient for unit conversion.
• Compare units before converting dimensions. Keep the original value and unit alongside the proposed value.
• Flag missing images or product descriptions only where required by the target. An image reference is not proof of usage rights or availability.
• Never infer electrical ratings, safety claims or certifications from a product title.

4. Resolve exceptions before approval

5. Review a preview and reconcile

Test the approved mapping on a small extract. Compare source rows, accepted rows and held rows; every row should be accounted for once. Check a few boundary cases manually, then review the destination preview and retain the import log. The owner signs off the agreed rules and unresolved exclusions before the real import.

Download the checklist CSV · Document the mapping

This checklist is a preparation aid, not a product-safety assessment or a guarantee of an error-free import.