• This procedure does not apply to multi-stores.
  • Before you start this process, you must create a backup of your data and read through this entire procedure.
  • Paladin offers data import services. If you need help, please call us for a quote.
  • Do not import inventory data into Paladin Point of Sale until after store hours.
  • Microsoft Excel is required for creating and editing files for importing.
    • You must import a tab delimited Excel file.
    • Column headers must contain case sensitive, accurate spelling.
    • Importing will fail if you have columns with data, but you do not have column headers.
    • Each row can only include one inventory item.

How to open an Excel document and retain the leading zeros

  1. Open Excel worksheet.
  2. On the File menu, click Open, browse to the Excel file, highlight it, and then click Open.
  3. In the Text Import Wizard window, select the Delimited checkbox, and then click Next.
  4. In the Delimiters Options section, select the Tab checkbox, and then click Next.
  5. In the preview window, click the first column displayed, press the Shift key, and then click the last column.  All of the columns will be highlighted.
  6. In the Column data format options, click the Text box.
  7. Click Finished.

How to correctly format column headers for importing

  1. Open this Excel file:  ImportTemplate
  2. In the Name column, highlight and right click the column header, and then select Copy.
  3. In the import file, highlight and right-click the corresponding column header, and then select Paste.
  4. Repeat steps 2 and 3 until all of the columns that you want to import match those in the ImportTemplate document.


To do this Required column headers Recommended column headers
Update existing records


Other headers that you want to update


If you want to update the Supplier 2 field, the information for Supplier 1 must be included in the import file.

If you want to update the Description 2 field, the information for Description 1 must be included in the import field.

If you want to update the Quantity Pricing 2 field, the information for Quantity Pricing 1 must be included in the import field.







Create new items


Note:  Nine (9) characters or less are recommended. The limit is 14 characters.







Note:  To use the unit cost column as market cost, copy the unit cost into a different column and change the header name to MKTCOST.







IMPORTANT:  Blank columns will not be processed.  The ID / Value pairs must exist and be setup in Point of Sale prior to running the importer. Many columns only hold the reference ID to its corresponding value. For example, if supplier 55 is ACME, then the value of SUPPLIER_NUMBER1 would have a value of 55, and not the name of ACME.

How to save a document as a tab delimited file using Excel

IMPORTANT:  You must import a Tab delimited file with each row as one inventory item.

  1. Open the Excel worksheet that you want to import.
  2. On the File menu, click Save As, select Tab Delimited, rename the file, and then click Save.
  3. Verify that the tab-delimited file that you just created is accurate.

How to import inventory into Paladin Point of Sale

IMPORTANT:  To make sure the import will function as expected, create a test import file with only a few items.  If you make a mistake, you can restore the backup.

  1. Open Paladin Point of Sale.
  2. On the top ribbon, click the Backup module.
  3. In the Backup window, click Yes.
  4. When the backup is finished, go to the shortcut for Backups, and then verify the following information.
    • Date of backup
    • Time of backup
    • Size of backup (Note:  The size of the new backup should be higher than the previous one.)
  1. Click the Maintain menu, and then click Data Viewer.
  2. In the Paladin POS Data Viewer window, click the Inventory tab, and then click the Import tab.
  3. Click Load File, browse to the tab delimited file that you want to import, select the file, and then click Open.
  4. In the Import Options pane, in the Inventory Type list, select Active Inventory or Obscure Catalog.
    • Active Inventory: Inventory that is carried in your store.
    • Obscure Catalog: Inventory that is available through your supplier.
  5. Select the Add New Items checkbox or Update Existing Items checkbox.

IMPORTANT:  If you have not already done so, you must create a backup before you click Import.

  1. Click Import.
  2. When the importing process is completed, click Close.
  3. On the top ribbon, click the Inventory module.
  4. Enter a part number from the import file, and then check all fields for accuracy.

If you have questions or suggestions about this information, contact

*Content is subject to change. For the most recent version, visit the Help Portal.
Printed on: 1/27/22