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Products in Sumtracker
Products in Sumtracker
Nidhis A D avatar
Written by Nidhis A D
Updated over 4 months ago

Products created from your store

Products are all unique SKUs that the merchant is selling or wants to keep track of for inventory.

When a store is connected to Sumtracker, all the listings and variants with SKUs are automatically fetched. If two or more listings have the same SKU, they will be linked to the same product in Sumtracker. For more information on how listings are synced and updated in Sumtracker, click here.

Sumtracker syncs all the changes made to the product details such as name, variant name, images, etc from your store automatically. You can see the stores where the product is connected through the “Stores” column in Product list.

On clicking the stores column, you can see the listings the product is linked to.

Sumtracker cannot publish or edit products on your store. You have to add all new listings on your online store. They will be synced to Sumtracker automatically. The inventory for new products created after turning on the inventory sync has to be added through Sumtracker.

Creating products directly in Sumtracker

You can also create products directly within Sumtracker. If the SKU of the product does not exist on your store, it will show 0 stores connected in the Stores column in Product list.

Use cases for creating products in Sumtracker

  • Products that you don’t sell online but want to track inventory (eg: packing materials for the products)

  • Products that are only sold as a part of a bundle/kit online and not separately so you don’t have to create their listing on your store. (Eg: You can create products like frame and lens, but online it will be sold as glasses)

  • You could create new products in Sumtracker to purchase and receive before listing them online. When you add the listing with the same SKU, it will be linked to the existing product in Sumtracker.

You can create products

  • through Sumtracker interface

  • in bulk through a CSV file

Create products through Sumtracker interface

  • Start by going to the Product List page in Sumtracker.

  • Click the "Add New Product" button on the top right.

  • Fill in the Product Fields:

    • Mandatory Fields: Only Name and SKU are required.

    • Optional Fields: You can also fill in additional fields such as Category, Variant Name, UOM, etc., as needed. (For more details, refer to the Product Fields Explained section.)

    • After entering the necessary information, click "Save" to create the product.

The new product will now appear in the Product List.

Create products in bulk through a CSV file

Click here to download the import products sample file.

  • Open the sample file.

  • Fill in the Required Columns:

    • Mandatory Fields: Make sure that the SKU column is filled.

    • Optional Fields: Fields like Name, Category, Variant Name, Alert Threshold, and Close at quantity can be left blank if not needed. Cost can be 0 if not applicable.

  • Categories can be added as comma separated. If the categories don’t exist in Sumtracker, new categories will automatically be created.

  • Save the completed file in CSV format.

  • Click on the Import button in the Product list and upload the CSV file.

You’ll see the products added to the Product list.

Editing products in Sumtracker

Editing products in Sumtracker does not push any of the product details on your store. If a product is connected to an online listing, the product information that is copied from the store should not be edited in Sumtracker. Otherwise, it will be overridden from the listings. To check which fields are copied from the store, click here.

Edit a product by clicking on Product SKU in Product List

  • Click on the SKU of the product you wish to edit from the Product List.

  • Make the necessary changes to the product details.

  • Click "Save" to update the product information.

Editing products in bulk via CSV

  • Click on the Export button in the Product list to export it.

  • Do not change or delete the ID column as it uniquely identifies each product.

  • Modify the editable fields such as Name, SKU, Barcode, UOM, Category, Tracking Type, Close at Quantity, and Notes.

  • Multiple categories can be added as comma separated values in the Category column. Any new category added in the CSV file will be automatically created in Sumtracker.

  • Save the edited file in CSV format.

  • Click on the Import button at top right in the Product list to upload the CSV file

  • You will now see the product information updated.

Common Errors While Importing

  • Incorrect CSV Format: One of the most common errors occurs when the file is not saved in the correct format. Ensure that your file is saved as a CSV (Comma-Separated Values) format. Other formats like Excel (.xlsx) or plain text (.txt) will not be accepted by the system. Always double-check the file extension before attempting to import.

  • ID Column Changes: When editing existing products, it is important not to change or delete the ID column. The ID column is used by Sumtracker to identify and update existing products correctly. Altering this column can lead to errors in matching the data, causing the import to fail or create duplicate entries. Always leave the ID column intact when making edits.

Product Fields Explained

Field

Description

Name

A descriptive and unique name for the product. Sumtracker fetches the name from online listings. For products created in Sumtracker the name can be anything which helps you identify the product.

SKU

Stock Keeping Unit; must be unique. Crucial for linking online listings and product in Sumtracker.

Variant Name

Describes the variant (e.g., size S for a t-shirt).

UOM

Unit of Measure (e.g., pcs, kg). The default is pcs unless specified otherwise.

Categories

Sumtracker supports adding multiple categories to a product. The category field helps filter and organize your products effectively.

For Shopify, the Category field is updated from the Product Type field. For BigCommerce, all categories of the product are copied to Sumtracker.

Any categories added in Sumtracker will not be overridden by updates from BigCommerce or Shopify. Bulk adding categories can be done using comma-separated values in an Excel file.

Barcode

You can add a barcode if you want to search for products using barcodes. Barcodes are automatically updated from the Barcode field on Shopify and from the UPC field on BigCommerce.

You can add them in Sumtracker if they are not maintained on Shopify or BigCommerce.

Lead Time (in days)

The time (in days) it takes between placing a purchase order for the product and receiving it in stock. Lead time is used in reports to suggest the appropriate time to order a product from its supplier.

Close at Quantity

When the product inventory reaches this quantity, it will be marked as sold out on all stores to prevent overselling.

For Shopify, Close at Quantity is applied warehouse-wise.

It can be set for both bundle and normal products. The bundle's close at quantity must be set separately from its components. Learn more.

Cost per unit

Cost per unit is included in certain reports like Stock valuation and cost of goods sold. The cost is automatically updated when receiving items in a PO and is calculated as the landed cost for each product. Learn more.

Tax

This is the product's default tax rate used when creating purchase orders.

Notes

Any notes you want to include about the product.

Inventory Sync

Can be turned on or off. If inventory sync is off for a product, its inventory will not be updated on your online store by Sumtracker.

Image

The product image is fetched from your online listings. You can also upload the image using the upload image button on the edit product page.

Fields Synced from Online Stores

Product fields in Sumtracker are synced from your online listings based on the platform you are using. These fields should not be edited in Sumtracker because they will be overridden from the corresponding values on the store.

Here’s how these fields are managed for each platform:

Platform

Fields Synced from Online Listings

Shopify

SKU, name, variant name, image, barcode, category, tags, and cost price.

To sync the cost price, ensure that the “Save cost from listings” option is enabled in the store settings. Learn more.

BigCommerce

SKU, name, variant name, image, barcode, category, alert threshold, and cost price. The UPC field from your listing will be copied to the barcode field in Sumtracker.

Etsy, Amazon, eBay, WooCommerce

SKU, name, variant name, and image. If an Etsy listing has variants, the variant images are not copied; instead, the parent SKU’s image is used for the variants in Sumtracker.

Walmart

SKU, name, and variant name.

If you do not want the product details to be updated from a store, you can turn the Product information overwrite setting off for the store. Learn more.

How to Archive a product?

  • Select the products from the Product List.

  • Click on the "Bulk Actions" dropdown and select "Archive Products."

What happens when you archive a product

Archiving a product hides it from the interface, meaning it won't appear in product lists, stock levels, or during stock adjustments.

  • The complete history of archived products is still retained in the system. They will still appear in reports such as sales, purchase, or inventory logs that was created before archiving the product.

  • You will not be able to maintain inventory for archived products

  • The archived SKU will still be connected with the online listing, however, inventory will not be updated by Sumtracker for that SKU.

  • The SKU will still show up as a normal product on the orders that get synced from the online store. It will also appear in all sales reports.

  • You will not be able to add any archived products in Purchase orders, or use it in Sumtracker in bundles, stock adjustments etc.

  • You can unarchive the SKU anytime in Sumtracker

Deleted and archived listings on your stores are not be updated in Sumtracker. You'll need to archive or delete the products in Sumtracker separately.

How to unarchive or delete products?

  • In the Product List, click on the "More" dropdown on top right and select "See Archived Products."

  • Select the archived products from the list.

  • Click on "Bulk Actions" and choose either "Undo Archive Products" to unarchive or "Delete" to permanently delete.

What happens when you delete a product

When you delete a product in Sumtracker, its entire history is removed from Sumtracker. Any references to the product in orders, inventory logs, or purchase orders will be replaced by a placeholder called 'Deleted Product'.

Furthermore, data about the product will not be visible in reports, and the product or its history cannot be recovered thereafter.

Deleted products and their associated data cannot be recovered.

Recommendation: Archive products rather than delete them if they were previously used to retain historical data.

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