How to use the Inventory Import Template

This helpful article covers the process of importing Inventory into ArtCloud in bulk. It also covers where to download ArtCloud's Inventory Import Template. The Inventory Import Template can be opened by any spreadsheet software that can open .CSV (Comma Separated Values) files, such as Microsoft Excel, Google Sheets (free), Numbers (by Apple), or Libre Office Calc.

Important! If you're migrating multiple types of data, your first migrations into ArtCloud should occur in the following order: Inventory → Contacts → Invoices.

Download the Inventory Import Template

The template works based on column titles. Every row (A, B, etc...) is an Inventory Record, and the intersecting columns are what field that cell will be populating. For example:

	title	inventory_number	sku	artist_first_name	artist_last_name
A	Marilyn	333	AW_100	Andy	Warhol
B	Wheatstacks	334	CM_001	Claude	Monet

The first piece's title is Marilyn, and it's Inventory Number is 333. It's SKU is AW_100, and the artist is Andy Warhol. The second piece's title is Wheatstacks, and its Inventory Number is 334. Its SKU is CM_001, and the artist is Claude Monet.

Please note: Fields can be left empty with no consequence, and you can include as many or as few pages as you please. Keep in mind that adding information to existing Inventory records after an import would require assistance from the ArtCloud team and may result in a fee.

How do I import images with my inventory items?

Images are different file formats from text data legible on a .CSV. You can add your inventory images to your pieces one by one on your own, depending on how many pieces are being uploaded. However, if you are importing several inventory items, the ArtCloud team can assist you! Contact us in ArtCloud Support before working on your import if you need assistance.

What if I have multiple editions of an inventory item?

If you have an artwork that has multiple editions, you'll need to create a row for each edition record.

You'll need to specify what the edition number of the piece is (1st edition, 3rd edition, etc.), and how many editions in the series exist using the edition_number, and the edition_count column. You may also want to set a unique sku value for each edition, since they are 4 separate inventory items rather than copies of just one. The title of the piece should be kept the same. Below is an example of an artwork with four editions.

	title	artist_first_ name	artist_last_ name	SKU	edition_number	edition_count
A	The Ant	M.C.	Escher	MCE01	1	4
B	The Ant	M.C.	Escher	MCE02	2	4
C	The Ant	M.C.	Escher	MCE03	3	4
D	The Ant	M.C.	Escher	MCE04	4	4

Inventory Import Template Key

Column	Name	Input Type	Notes & Description
A	title	Text	The title of the inventory item
B	inventory_number	Number	The inventory number of your inventory item. Inventory numbers cannot contain any letters. ArtCloud will generate one if this field is left empty.
C	sku	Alpha-numeric	An alpha-numeric code that is unique to an inventory item. There cannot be duplicate SKUs. SKUs can be all numbers, all letters, or a mixture of both.
D	edition_number	Number	The edition number of the piece.
E	edition_count	Number	The total number of editions available (denominator)
F	artist_first_name	Text	The artist's first name.
G	artist_last_name	Text	The artist's last name.
H	price	Number	Retail price of the inventory item. Currency symbol not necessary.
I	price_override	Text	A way to hide publicly-facing price values. Some examples: $2,500-$3,000 or Sold Out
J	purchased_price	Number	The amount paid for the inventory item.
K	create_date	Text	The date this piece was created. Typically this is in the format of YYYY, but it does not have to be.
L	acquisition_date	MM/DD/YYYY	The date of ownership.
M	ownership	Owned / Consigned	Please input either Owned or Consigned, depending on the ownership type. If blank, ArtCloud will default to consigned for gallery accounts and owned for artist accounts.
N	consignment_cost	Number	If an item is consigned to you, this is the amount or percentage you owe the consignor for the work. If blank, ArtCloud will default to 50% consignment for gallery accounts.
O	consignment_cost_type	Amount / Percentage	Please input either Amount or Percentage, depending on the consignment type. If blank, ArtCloud will default to 50% consignment for gallery accounts.
P	medium	Text	The piece's medium. For example: photograph, oil on canvas, etc...
Q	height	Number	The height value of the piece. (Do not include unit.)
R	width	Number	The width value of the piece. (Do not include unit.)
S	depth	Number	The depth value of the piece. (Do not include unit.)
T	units	cm / in	Please input either in for inches or cm for centimeters. This is the default unit you'll use, but ArtCloud offers alternate dimensions on tearsheets, pricelists, and other materials. If left blank, ArtCloud will default to inches.
U	location	Text	Where the inventory is currently located. If blank, ArtCloud will default to Gallery in gallery accounts or Studio in artist accounts.
V	tags	Text, separated by commas	Keywords that a piece can be searched or filtered by. To add multiple tags, add a comma after a tag name. Example: flowers, impressionism, japanese
W	notes	Text	A description of or for the inventory item. This field can be made visible on the website.
X	private_notes	Text	Information for behind-the-scenes use, only. This field can not be made visible on the website.
Y	mounting	Text	Description of the inventory item's mounting.
Z	framed	True / False	Please input either True or False, depending on whether the item is framed. *If blank, ArtCloud will default to False* (unframed).**
AA	frame_cost	Number	Retail cost of the frame.
AB	frame_height	Number	The height of the frame for the inventory item.
AC	frame_width	Number	The width of the frame for the inventory item.
AD	framer_name	Text	Name of the framer.
AE	active	True / False	A value that marks whether an inventory work is available or not. *If left blank, ArtCloud will default to True.*
AF	type	Artwork / Merchandise / Jewelry / Decor / Furniture / Lighting	Determines if an inventory item is that specific type of inventory. If blank, ArtCloud will default to Artwork. For more details on supported inventory types in ArtCloud, click here.
AG	quantity	Number	Total count of the inventory item. Only available for Merchandise, Jewelry, Decor, Furniture, and Lighting.
AH	order	Number	If you have an ArtCloud website, this field determines the order of a piece on your website. Numbering starts from 1, and the higher the number the further down on the site. If blank, ArtCloud will default to 1.
AI	mkt_opt	True / False	Determines the item's visibility on the ArtCloud Marketplace. *If blank, ArtCloud will default to True, but you can override this in your account settings.*
AJ	created	MM/DD/YYYY	Internal database marker. For internal purposes only, does not appear directly on inventory records.
AK	signature	Text	The location of a signature on the inventory item, if applicable.
AL	financial_notes	Text	Notes related to the financial history / data
AM	insurance_value	Number	Total amount the inventory item is insured for.
AN	subtype	Ring / Necklace / Bracelet / etc...	Subtype value of the Inventory item type. For more details on supported inventory types in ArtCloud, click here.
AO	weight	Number	The weight of the inventory item.
AP	shipping_price	Number	Flat rate shipping price value.
AQ	import_key	Number	A unique identifier for our database. You may leave this empty, as ArtCloud will generate one for you. For internal purposes only, does not appear directly on inventory records.