Bulk Update Products

As your online store matures and the number of products increases, SHOPLINE offers the "Bulk Update Products" feature to save you time and manpower. After downloading the file, fill in the corresponding fields. You can update up to 500 main products at once, significantly enhancing operational efficiency.

 ⚠️ Before you start, please be reminded:

• "Bulk Update Products" is currently available to update the product information in Traditional Chinese, Simplified Chinese, English, Vietnamese, Thai, and Malay. (Multi-language support including Japanese, Indonesian, German, and French will be available soon.)
• If your system supports multiple languages, it will generate the file according to your language setting.
• If the barcode of any product in the file begins with "0" (for example, 00056789), before uploading the file, please make sure to change the cell format of the barcode field to "Text" so that the system can read the barcode properly.
• Names of the membership tier cannot be repeated or identical to "Member Price". Otherwise, the system will not be able to obtain the correct data, and upload failure will occur. 
   
• Names of different stores cannot be repeated. Otherwise, the system will not be able to obtain the correct data of Store-Specific Prices, and upload failure will occur.

This article will cover the following:

• Export product information
• Update product data
• Upload bulk update file
• Check the update progress

1. Export product information

Go to SHOPLINE Admin > [Products & Categories] > [Products] and click Export.

Select the three export settings:

• All products
• All products that meet the current filters/ search results
• Selected products

All products

Go to [Products & Categories] > [Products] and click Export > All products to export all products.

All products that meet the current filters/ search results

Go to [Products & Categories] > [Products]:

1. Use the "Search" feature to filter the products.
2. Click Export.
3. Select "All products that meet the current filters/ search results".

Selected products

Go to [Products & Categories] > [Products]:

1. Select the product you want to export.
2. Click Export.
3. Select "n selected products".

The system will export the product information you selected and send a download link for the Excel file to your email.

*Notes:

• If your store has enabled the Advanced Store Management Tools module, you can update up to 500 main products in a single batch (each main product can have up to 400 variations), which means you can upload up to 200,000 products with variations at once. If this module has not been activated, each main product can have up to 100 variations only.
• The system only allows updating a maximum of 500 main products in a single batch. Therefore, the update file will be split into batches of up to 500 main products each.

2. Update product data

Open the "Download" file, and you can view all of the product information. You can modify the following information, including:

i. Product name

You can edit the product name. Supports bulk updating in Traditional Chinese, Simplified Chinese, English, Vietnamese, Thai, and Bahasa Malaysia. The product name will also support multi-language, including Japanese, Indonesian, German, and French (Coming Soon).

*Note: At least one Chinese or English name is required.

ii. Product Summary

• You can edit the product summary. If you have only English content for this field, please leave other fields blank.
• The text limit is 300 characters.
• The product name will also support multi-language, including Japanese, Indonesian, German, and French (Coming Soon).

iii. SEO Title/Description/Keywords

• You can change SEO Title / Description / Keywords for products. 
• SEO Title/ Description will also support multi-language, including Japanese, Indonesian, German, and French (Coming Soon)

*Note: SEO description has a text limit of 55 characters (spaces and wrap text included).

iv. Hidden Product

• Available for Premium, O2O, and Enterprise Plan
• You can set your product as hidden
• Please use Y/N to set, Y = hidden, N = not hidden.
• You need to publish the product before setting it to hidden. If you need to change the status of the unpublished product to "Hidden," please also change the product status to published (Y).

v. Preorder Product and Notes

• You can set preorder status and notes for products.
• please use Y/N to set, Y = preorder product, N = normal product.
• Preorder Notes will also support multi-language, including Japanese, Indonesian, German, and French (coming soon)

vi. Retail Store Status

• You can set the publish status for products.
• please use Y/N to set, Y = publish, N = un-publish.
• Bulk import file supports the "Retail Store Status" column.

*Note: This is a required field. Please only input Y/N to avoid errors.

vii. Preset Online Store Publish Date

• You can set the publish date for the main product.
• Please enter the date and time in the format "YYYY/MM/DD hh:mm AM/PM" (e.g., 2025/06/19 05:00 PM).
• Only full hour times are supported. If you enter a time with minutes, the system will automatically discard the minutes and keep the hour.
• To remove the preset publish date, leave the field blank.
• The update will fail if the date entered is earlier than today.
• The update will fail if the time format is invalid:

*Note: The Product Bulk Update File uses the UTC+8 time zone by default.

viii. Product Available Start/End Date

• You can set the available time for the main product.
• Please enter the date and time in the format "YYYY/MM/DD hh:mm AM/PM" (e.g., 2025/06/19 05:00 PM). The end time can also be set to "Never Expires".
• To set both the available start and end times, please fill in both fields, and ensure the start time is earlier than the end time.
• To remove the available start and end times, leave both fields blank. After a successful operation, the system will disable the Preset Product Available Time toggle and clear the time data.
• The update will fail if the time format is invalid:

*Note: The Product Bulk Update File uses the UTC+8 time zone by default.

ix. Online Store Categories

You can add, remove, or modify product categories for a product in your online store. Please follow the rules below. 

• Assign a product to subcategories and third-level categories: Use ">" to separate levels, for example: "Food>Dessert>Ice Cream".
• Assign a product to multi-categories at the same time: Enter each category on a new line.
• Updates will fully overwrite existing categories.
  • To remove categories, leave the field blank.
  • To keep existing categories and add new categories, list both the existing and new ones.
• The store must already have the corresponding categories. The system will not create new categories based on the file content.
• If any category cannot be matched, the update will fail. The failure report will display the message: "Categories are invalid or cannot be found".

For example, a store has two category paths: "Food>Dessert>Ice Cream" and "Hot Deals>April Must-Haves." Among them, only "April Must-Haves" has a Chinese name entered as "4月必吃". The following examples show different input methods and their results:

*Notes:

• When downloading the report, the system will read the current category names based on the "Supported Shop Languages" priority. For example, if the first language in the priority order has no content, the system will use the next language in the sequence.
• If the store has categories with the same name, the system will match categories based on their category path. If no path is specified, the system will select the category created earlier.
• For products with multiple variants, the report will contain multiple rows. You only need to enter data in the first row.

x. POS Categories

• Changing the POS category of the main product is supported.
• If your POS category has a Chinese and an English title, you can change the title in either language to update the category.
• Adding new categories in the bulk update file is currently not supported. Before uploading the bulk update file, please make sure you have added the corresponding POS categories in [Products & Categories] > [Categories].
• This column is only available for merchants using O2O, Retail POS, e-Commerce + Retail POS plans.

xi. Price

• You can change the Regular Price, Sale Price, Retail Store Price, Store-specific Price, Member Price, and Membership Tier Price.
• Notes:
  • The Price field is only available for merchants using O2O and Enterprise Plans. Member Price is only available for merchants using the "CRM- Membership" module.
  • Retail Store Price is only available for merchants using both e-Commerce + Retail POS plans.
  • Store-Specific Price is only available for merchants using the "e-Commerce+Retail POS/ Social Commerce+Retail POS/ e-Commerce+Social Commerce+Retail POS" plans, and merchants must switch on the "Set Store-Specific Prices for products" toggle in the SHOPLINE Admin. For more information, please refer to Store-Specific Price｜POS Admin.
  • If you have set all variations to have the same price, the price of variations will show as "same price". To set different prices to variations, please disable the same price option first by inputting N under "Same Price".
  • If you have set a hidden price, all prices of variations and the main product will appear hidden. If you want to change prices, please input N for "hide price" before updating the prices.
  • If a certain product does not have a Member Price/Variant member price, the fields should appear as 0 in the bulk update file. Please fill in numbers greater than 0 to set the Member.

🔔 Example:

1. You can only change the number under the column "Member Price" but not the name "Member Price" or the membership tier order. Update failure will occur when you modify the header fields and try to import the file.
2. If a product has two variations, when you want to update the quantity of variation A only, please keep the product data of variation B even if there is no change on that.

xii. Product Cost

• You can edit the cost of the main product and each variant.

xiii. SKU

• You can edit the SKU of the main product and each variation.

xiv. Location ID

• You can edit the Product Location ID.
• location ID has an upper limit of 40 characters.

xv. Inventory

• You can check the current inventory of products in column "Quantity" of your downloaded file but DO NOT EDIT this column.
• If you want to change the quantity of the product, please fill in the column "Update Quantity" by the value you want to add or reduce (if you want to reduce the quantity, remember to put "-" before the value e.g. -10).
• To prevent discrepancies in stock quantities when bulk updates are in progress while sales are happening on the storefront, the system updates quantities using an increment/decrement method instead of directly setting the stock to a fixed number.

*Note: If you want to change the inventory status of a product from unlimited to limited, please enter N in the "unlimited quantity" field or your edit will not be applied. Also, the default quantity after you change "unlimited quantity" to N will be the inventory quantity that you have set before changing "unlimited quantity" to Y. It is recommended that you change the quantity after the update.

xvi. Product Weight

• You can set the weight of the main product and each variant.
• The value would be used to calculate the shipping cost when it is determined by weight.

*Note: The unit of weight will be in kilogram(kg), and only supports the second digit after the decimal. 

xvii. Product Tags

You can set product tags

*Note: Each tag must contain at least 3 characters, and please use a comma (,) to separate different tags.

xviii. Product not applicable to discount

• You can set whether the product is applicable to discounts.
• Please use Y/N to set, Y= applicable to discounts, N= not applicable to discounts.
• Leaving the field blank is considered applicable to discounts. If content other than Y or N is entered, the update will fail and an error prompt will appear.

xix. Product Promotion Label 

• You can set the promotion label of the product.
• If your system supports multiple languages, the system will display the fields according to your language setting.
• Product Promotion Label is displayed in the main product field, and editing must also be done in the main product field.
  • When Product Promotion Labels are entered in other fields, the system will automatically ignore them.
  • Leaving the main product field blank is considered removing the label. 
  • Supports input in Traditional Chinese and English, special characters and emojis, e.g., !@#$%^& 😍✔.
  • The input is limited to 20 characters. If the input exceeds the limit, the update will fail and an error prompt will appear. 

xx. Exclude Payment / Delivery Options

• You can set the exclude payment or delivery options for the main product.
• Enter the payment or delivery options you set in the Admin, using line breaks to separate each entry. If any of the entered payment or delivery option names do not exist, the update will fail.
• To remove existing content, leave the field blank.

*Note: If multiple options share the same name, the system will apply the one created earlier. We recommend renaming any unused options to avoid confusion.

xxi. Product Feed Data (optional)

• You can set product brand, MPN, and barcode.

xxii. Fixed Columns (do not edit)

*Note: Please be noted that the columns that are marked “do not edit” (product ID, SL_Key...etc) should not be edited, or there will be errors in your upload.



3. Upload Bulk Update file

Return to SHOPLINE Admin > [Products & Categories] > [Products]. Click the "Import" drop-down menu and select Bulk update products.

Upload the file in .xls or .xlsx format and click Import.

After the file is imported, the system will process a bulk update. If the file is too large and causes the upload/update to fail, the system will display a failure message. Please adjust the file size and try again.

4. Check the updating progress

After updating the spreadsheet, you can view the updating progress on the [Report & Analytics] > [Bulk Action Process].

If there are products that can't be successfully updated, you can download the failure report for reference.

*Notes:

• If the updated file contains both valid and invalid products, the valid product would still be updated, while the update of the invalid product would be blocked.
• If there are invalid entries, please check the failure reasons. To avoid data being overwritten by other admin operations in the meantime, we recommend exporting the latest product update file, editing it, and uploading again, instead of re-uploading the failure reason file.

Read more

• Bulk Create Products
• Advance Store Management Tools | Module Introduction