Items

Items are the basic unit of products you manage in BoxHero. You can easily add, edit, or remove items through the Data Center. BoxHero makes it simple to keep your inventory accurate and up to date.

How to Add Items

A. On Your Computer

You can add a new item to your team by going to Item List and clicking the Add Item button.

Item Details

  • SKU: A unique code used to identify your item. For new items, an SKU is automatically generated, but you can also enter your own SKU details.

  • Name: This is a required field when adding items to your team.

  • Photo: You can upload an item photo (up to 3MB).

  • Barcode: Use an existing barcode or generate a random barcode number.

  • Attribute: You can add custom attributes like brand, size, color, and more.

  • Quantity: Enter the initial stock quantity. You can update the quantity later through inventory transactions.

  • Photo: You can upload an item photo (up to 3MB).

B. On Your Mobile Device

Note: There is a limit to the number of items you can register in your team. Please refer to our pricing to choose the plan that works best for you.

Add Items via Excel

If you already have an Excel file with your item details, you can upload it to BoxHero and add multiple items at once using the Bulk Add function.

Go to Data Center > Items. On the top right, click Import from Excel > Add via Excel to upload your file.

Download the template and check that the column names in your Excel file match.

Excel Columns

  • Fixed fields: Built-in fields that can’t be renamed or deleted (SKU, Item Name, Barcode, Cost, and Price).

  • Custom attributes: These are attributes you set up under Data Center > Attributes. If you need additional attributes for your data, be sure to add them before working with Excel.

  • Quantity by location: These are locations you set up under Data Center > Locations. If you haven’t added any locations yet, only the Qty (Default Location) column will be shown.

After reviewing the items to be added, click Done at the bottom to finish the process.

Things to Note

  • Item name is required. All other fields will be saved as blank if you leave them empty.

  • To automatically generate SKUs and barcodes, leave those fields blank in your Excel file.

  • If you aren’t using the Purchases & Sales feature, you can leave the "Cost" and "Price" empty.

  • If you don’t enter a quantity, it will be saved as 0.

BoxHero’s Excel feature identifies items using SKUs.

If you prefer to work based on barcodes, go to Settings > Team > Excel Import Settings and update the Item Identifier.

If you're having trouble, check out the page below:

LogoImporting Your Excel File to BoxHero: A Step-by-Step GuideBoxHero Blog

How to Add Item Variants

If you have items with different options like size or color, you can add them to your BoxHero team with Item Variants. This feature allows you to quickly create multiple versions of the same item.

For example, if a sweatshirt comes in four colors and three sizes, you can add all variations by going to Item List > Add Item > Add Item Variants.

You’ll have 12 different combinations of the same sweatshirt in your inventory:

Brown
Yellow
Gray
Red

S

S

S

S

M

M

M

M

L

L

L

L

You can check out the full guide on item variants in the page below:

LogoA Simple Way to Organize Inventory Options with BoxHero’s Item VariantsBoxHero Blog

How to Update Item Details

1. Update Each Item

Select an item from the Item List and click the Edit or ... to make changes.

2. Select Multiple Items

You can update multiple items by going to Data Center > Items. This is helpful when adding or modifying attributes a large group of items.

3. Edit Items via Excel

Make bulk changes to your item data via Excel.

  • Go to Data Center > Items.

  • On the the top right, click Import from Excel > Edit via Excel to modify item info in bulk.

How to Delete Items

Delete Multiple Items

To delete multiple items, go to Data Center > Items.

You can change the View settings at the bottom to display 500 items per page, select all, and delete them in batches of 500.

Recover Deleted Items

If you accidentally deleted an item, you can recover it by going to Data Center > Items > ... > Recently Deleted > Restore.

How to recover recently deleted items in boxhero via the data center

How to Manage Item Photos

Upload Photos in Bulk

You can upload multiple item photos at once by going to Data Center > Items > ... > Upload Photos.

  1. Make sure that the file names match the SKUs of the items.

  2. Drag and drop the photo files to BoxHero.

  3. Click the Submit button to complete the process.

Download Photos in Bulk

You can download all item photos compressed into a single file at Data Center > Items > ... > Download Photos.

Exporting Items

Export Item Details

Download your item data into an Excel file by going to Data Center > Items > Export to Excel.

In addition to your item information, you can export data such as your team’s Inventory Reports and Transactions history. Just look for the “Export to Excel” button in the top-right corner of each page.

Export Item Photos

To export your inventory list with item photos and barcode images, navigate to Data Center > Items > ... on the top right > Export to HTML.

  1. Press Ctrl + A to select all items. (Mac: Command + A)

  2. Press Ctrl + C to copy the data. (Mac: Command + C)

  3. Open an Excel file and press Ctrl + V to paste the data. (Mac: Command + V)

  4. Save your Excel file, which will now include item photos and barcode images.

You can filter and select specific data to save in Excel by searching for items in Data Center and using the Export as HTML feature.

Frequently Asked Questions (FAQ)

How can I set item units?

Go to Data Center > Attributes to add a new attribute called “Unit,” and then enter the unit information (e.g., box, lb, kg, ml) for each item.

Can I upload more than one photo for an item?

Currently, you can only upload one photo per item.

Why isn’t my item quantity updating when I bulk edit with Excel?

Please use the "Adjust Stock" feature to modify item quantities. You can upload the Excel file at Adjust Stock > Import from Excel to make changes.

What happens if I try to take out more stock than I have?

If you try to record a Stock Out transaction that’s higher than your available quantity, BoxHero will show a pop-up letting you know there isn’t enough stock to complete the action. If you choose to proceed, the item’s quantity will go into negative inventory.

If your physical count is different from what’s shown in the system, you can update the quantity using Adjust Stock. After the adjustment, you’ll be able to record the Stock Out transaction as needed.

BoxHero Warning Pop-up: Some items exceed available stock quantity

Will my transaction history change if I update an item?

If you update item details such as the name, cost, price, or attributes, those changes will automatically apply to all past transactions. The Transactions menu will always show the most up-to-date item information.

Why am I seeing an error in my item name when using Excel?

Check your item identifier under Settings > Team > Import Excel > Item Identifier. If you’re not using barcodes, switch the identifier to SKU.

If the issue persists, please contact Support with a screenshot of the error.

Last updated