Import Data

Learn how to bulk import data into Vintaflow using CSV or Excel files.

Supported Import Types

Type	Imports
Product	Your product catalog
Inventory	Stock levels in a warehouse
Order	Orders and their line items

Import Process Overview

Prepare your data file
Select or create a data mapping template
Upload the file and acknowledge the warning
Check the job result

Preparing Your File

File Formats

CSV - comma-separated values
Excel (.xlsx)

File Requirements

The first row must contain column headers
Required fields must be filled for every row
Data should be clean, with no stray formatting

Data Mapping Templates

A template maps your file's column headers to Vintaflow's fields, so you can keep exporting from your own system in its own format.

Managing Templates

Go to Settings > Data Mapping to see all templates. From there you can create, edit, and delete them, and filter by type.

Creating a Template

Open the upload dialog and click Create Template, or create one from Settings > Data Mapping
Choose the File Type - CSV or Excel
Enter a Template Name, for example Template LD1
Map each Vintaflow field to the matching column header in your file
Click Create
Download the generated template and keep it for future imports

Required Fields

Products

Required: brand, name, alcohol_content, upc_code, bottles_per_case, producer

Optional fields include type, country and region of origin, vintage, varietals, description, food pairing, case code, bottle colour, volume, dimensions and weights, pallet configuration, production type, production lead time, and consolidation_group.

Inventory

Required: upc_code, quantity, date, warehouse_code, forecast_override, outbound

Optional: variant_sku, variant_name, variant_value, vat

Orders

Required: seller_account, buyer_warehouse_code, requested_delivery_date, upc_code, quantity

Optional fields include buyer and seller order numbers, seller warehouse code, buyer account, shipping and delivered dates, status, note, placed-on date, expected delivery date, variant SKUs, tracking number, type, lead time, capacity, alias, and consolidation_group.

Uploading a File

Go to the relevant page - Products, Inventory, or Orders > Review
Click Upload
Select the File Type
Choose your Data Mapping Template
Click the upload area and select your file, or click Download Sample CSV first to check the expected shape
Tick the acknowledgment box confirming you have reviewed the data
Click Upload

Uploading the same file more than once can overwrite or duplicate existing records. Check what is already in the system before re-running an import.

Settings That Change Import Behaviour

Two account settings materially change what an order import does. Check them before your first large upload - see Account Settings.

Setting	Effect
Reconcile Missing Items	Whether order lines absent from your file are deleted from the order or kept
Auto Map Missing Products	Whether unmapped products are created and given inventory automatically, or skipped

Checking the Result

Every import creates a background job. Go to Settings > Jobs to see whether it completed, how many records were processed, and which ones failed and why.

If an entire import was wrong, you can roll it back rather than unpicking it by hand. See Jobs Monitoring.

Import Tips

Always test with a small file first
Verify your data before importing - validation catches format errors, not wrong numbers
Failed records do not affect the ones that succeeded
Keep a copy of each mapping template alongside the export it was built for

Jobs Monitoring - results, failures, and reverts
Export Data - getting data back out
Custom Fields - importing into your own fields

Updated on: 27/08/2026

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