Items

How to Add Items

Add a New Item

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

• SKU : A unique code used to identify your item. A new item's 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.

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

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

Bulk Add Items Using 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 > Import Excel > Bulk Add to upload your file, and check that the column names match.

• 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.

• Item Name: This is the only required field. All other fields are optional and will stay blank if left empty.

• SKU: If you leave the SKU field blank in your Excel file, BoxHero will automatically generate one for you.

• Barcode: If you don’t include a barcode, you can use the "Generate" option at the top of the screen to create new barcodes.

• Cost & Price: If you’re not using the Purchase & Sales feature, you can skip the cost and price fields.

• Quantity: If left blank, the item will be saved with a quantity of zero.

If you're having trouble, check out the step-by-step guide below:

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

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 T-shirt comes in three sizes: S, M, and L, you can add all three variations by going to Item List > Add Item > Add Item Variants.

You’ll have three sizes of the same T-shirt in your inventory:

• T-shirt - S

• T-shirt - M

• T-shirt - L

How to Update Item Details

Edit a Single Item

Select an item from the Item List and click the Edit (pencil) or Delete (trash) icon to make changes.

Edit Multiple Items

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

Bulk Edit Items Using Excel

Make bulk changes to your item data via Excel. Go to Data Center > Items > Import Excel > Bulk Edit to modify item information in bulk.

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.

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.

Recover Deleted Items

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

Export Items to Excel

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

Export Items with 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.

Frequently Asked Questions (FAQ)

How can I set item units?

You can add item units using the Attributes feature. 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.

The item quantity does not update when bulk editing with Excel.

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

What happens to my transaction history when I change my item information?

If you update any item information (e.g., name, cost, price, or attributes), those changes will automatically apply to all past transactions. In other words, the item information shown in your Transaction history will always reflect the most up-to-date item details.

There's an error in my item name when bulk editing or deleting with Excel.

Check your item identifier under Settings > Team > Import Excel > Identifier.

If you’re not using barcodes, please switch the identifier to SKU. If the issue persists, please contact our support team with a screenshot of the error.