Make the Inventory import process easier with ArtCloud's pre-made Inventory Migration 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.
NOTE: Your first migrations into ArtCloud should occur in the following order: Contacts -> Inventory -> Invoices.
The template works based on column names. 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. Its 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.
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 may result in a fee.
How do I import images with my inventory items?
Most fields can be left empty depending on how you would like to add images to your pieces. You may want to add the 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 at support@artcld.com before working on your import if you need assistance.
What if I have multiple editions of a piece?
If you have an artwork that has multiple editions, you'll need to create a row for each edition. 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 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 | mce-01 | 1 | 4 |
| B | The Ant | M.C. | Escher | mce-02 | 2 | 4 |
| C | The Ant | M.C. | Escher | mce-03 | 3 | 4 |
| D | The Ant | M.C. | Escher | mce-04 | 4 | 4 |
Inventory Import Template Key
|
Column |
Name | Input Type | Notes & Description |
| A | title | Text | Input the title exactly as you’d like it to appear in ArtCloud Manager or on your ArtCloud Website. |
| 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. ArtCloud will generate one if this field is left empty. |
| D | edition_number | Number | The edition number of the piece. |
| E | edition_count | Number | The total number of editions available (the denominator). |
| F | artist_first_name | Text | The artist’s first name. |
| G | artist_last_name | Text | The artist’s last name. |
| H | price | Number | It doesn't matter whether or not you include dollar signs. |
| I | price_override | Text | If you’d like to override the price on your ArtCloud website or on the ArtCloud Marketplace, indicate that in this field. Some examples: $2500-3000 or Sold Out |
| J | purchased_price | Number | The amount you paid for a piece. |
| 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 you became the owner of the piece. |
| 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 of the piece. Supports up to 2 decimal places. |
| R | width | Number | the width of the piece. Supports up to 2 decimal places. |
| S | depth | Number | The depth of the piece.Supports up to 2 decimal spaces. |
| 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 | If blank, ArtCloud will default to Gallery for gallery accounts and Studio for 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 your art piece. |
| X | private_notes | Text | Information for in-gallery use only, or details about a piece that do not fit in other fields. |
| Y | mounting | Text | Description of the 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 | The cost of your piece's frame. Does not matter if you include dollar signs. |
| AB | frame_height | Number | The height of your piece's frame. Supports up to 2 decimal spaces. |
| AC | frame_width | Number | The width of your piece's frame. Supports up to 2 decimal spaces. |
| AD | framer_name | Text | The framer of your piece. |
| AE | active | True False |
Marks whether or not a piece is active. If blank, ArtCloud will default to True (Active). |
| AF | type | Art / Merch / Jewelry / Decor / Furniture / Lighting | Determines if an inventory item is that specific type of inventory. If blank, ArtCloud will default to Artwork. |
| AG | quantity | Number | If the piece is a Merch / Jewelry / Decor / Furniture / Lighting inventory item, how many are there? |
| 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. |
| AK | 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. |