Qvian Suite
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Data Migrations

Import products, inventory, and business data from CSV files with intelligent mapping and duplicate detection.

Overview

The Migration system helps you import your existing product catalog and inventory data into Qvian Suite. Whether you are switching from another system or adding bulk products, the migration wizard guides you through uploading, mapping, and importing your data safely.

Common Tasks

How to Import Products from CSV

Import your product catalog from a CSV file. The system automatically detects columns, suggests mappings, and identifies duplicates.

Steps:

  1. Go to Data Management → Catalogue Migration
  2. Click the Import Catalog button
  3. In the migration wizard, click Upload CSV and select your file
  4. Review the AI-detected columns and confirm the mapping
  5. Map CSV columns to product fields (name, SKU, price, barcode, etc.)
  6. Configure migration options:
    • Include inventory quantities
    • Tax configuration (default taxable status)
    • Auto-create units for products
  7. Review detected duplicates and resolve conflicts
  8. Click Start Import to begin processing
  9. Monitor progress and review results

Supported CSV Formats

The system accepts standard CSV files with headers. Common columns include: product name, SKU, barcode, price, cost, category, description, quantity, and images.

How to Map CSV Columns

After uploading your CSV, you need to tell the system which columns represent which product fields.

Steps:

  1. On the Column Mapping step, review detected columns
  2. For each CSV column, select the matching Qvian field from the dropdown:
    • Product Name - Required field
    • SKU - Product identifier
    • Barcode - For scanning at POS
    • Price - Selling price
    • Cost - Purchase cost
    • Category - Product category
    • Description - Product details
    • Quantity - Initial stock level
  3. Use the Auto-Detect button to let AI suggest mappings
  4. Review and adjust any incorrect mappings
  5. Click Continue to proceed to configuration

AI Column Detection

The system uses AI to automatically detect and map common column names. Most mappings will be correct, but always review them before proceeding.

How to Handle Duplicates

The system automatically detects potential duplicate products based on SKU, barcode, or name similarity.

Resolution Options:

  • Merge - Combine duplicate entries, keeping the best data from both
  • Skip - Ignore the CSV entry, keep existing product
  • Keep Separate - Import as a new product (use if they are actually different)
  • Update Existing - Replace existing product data with CSV data

Duplicate Review

Always review duplicate detections carefully. The system is conservative and may flag similar but distinct products. When in doubt, keep them separate.

How to Configure Tax Settings

Set default tax configuration for imported products. You can override this per-product during review.

Tax Configuration Options:

  • Default Taxable Status - Are imported products taxable by default?
  • Prices Include Tax - Are your CSV prices tax-inclusive or tax-exclusive?
  • Per-Product Override - Allow changing tax status for individual products
  • Tax Rate - Default tax rate to apply (uses business unit tax settings if not specified)

How to Review Migration Progress

Monitor your import job and review results after completion.

Steps:

  1. During import, view progress bar showing processed items
  2. After completion, review the summary:
    • Total products imported
    • Products created vs updated
    • Products skipped (duplicates or errors)
    • Errors that need attention
  3. Click on individual items to see details
  4. Fix any errors and re-import failed items if needed
  5. Return to Catalogue Migration page to see all migration jobs

Key Concepts

Migration Jobs

Each CSV import creates a migration job that tracks progress, stores results, and allows you to review what was imported. Jobs are saved so you can refer back to them later.

  • Jobs show status: Draft, Processing, Completed, Failed
  • Each job has a unique ID and timestamp
  • You can view job details and results at any time

Batch Processing

Large imports are processed in batches to ensure reliability and allow progress tracking. If a batch fails, only that batch needs to be retried.

  • Default batch size: 500 products
  • Multiple batches process concurrently
  • System continues processing even if some items fail

Inventory Import

When importing products with inventory quantities, the system creates journal entries to record the initial stock value in your accounting system.

  • Inventory quantities are recorded as initial stock
  • Accounting entries created automatically
  • COGS accounts updated based on product cost

Troubleshooting

CSV File Won't Upload

Cause: File format issues, size limits, or encoding problems.

Fix: Ensure file is a valid CSV with headers, under 50MB, and UTF-8 encoded. Try saving in Excel as "CSV UTF-8" format.

Column Mapping Not Detected

Cause: Non-standard column names or missing headers.

Fix: Manually map columns using the dropdown menus. Rename CSV headers to standard names (Product Name, SKU, Price) and re-upload.

Many Products Marked as Duplicates

Cause: Products already exist in system or similar names triggering false matches.

Fix: Review duplicate matches carefully. Use "Keep Separate" if products are actually different. Check existing catalog first to avoid true duplicates.

Import Fails with Errors

Cause: Invalid data in CSV, missing required fields, or system limits.

Fix: Review error messages for specific issues. Common problems: empty required fields, invalid prices/quantities, or SKU conflicts. Fix CSV and re-import failed items only.