Preparing Categories Before Importing Products via File

Go to the website login.gpos.co.th, enter your email and password, then click Log In. After logging in, you must first create product categories. You can view the detailed steps for creating categories in the topic How to Create Categories.

Note : If categories have not been created, you will not be able to import or add products via file. Categories are used to organize products in an orderly manner.

1. Accessing the Product Menu

After creating the categories, go back to the “Item” menu and select “Item.” The system will display the product list page. Look for the Import/Export section.

2. Downloading the Template

Click “Import/Export.” The system will display options select “Download Template.” The system will then download an Excel file to be used for entering product information.

3. Save the Template File

The system will prompt you to name the file. Click Save to download and store the Excel template for later data entry.

3.1 Open the Template and Review Instructions

Open the downloaded Excel file and carefully read the requirements and explanations displayed at the top of the file.

Note : Read all instructions at the top before entering any data to ensure full understanding of the system requirements.

3.2 Enter Product Name and Item Name

• Item Name (POS) – The name displayed on the POS.
• Item alias (GrabFood) – The name used on the GrabFood platform (only for Grab-connected stores).

3.3 Enter the Product Barcode

The barcode field is an important field for products that have a unique code. If the product has a barcode, you can enter the barcode number directly. If the product does not have a barcode, there are two available options

• System Generated Barcode – The system will automatically generate a barcode for the product after the file is imported. You can view more details in the topic Barcode generation system via Excel file.
• No Barcode – For products without barcodes (e.g., fresh foods, cooked meals).

Note : The system supports barcode numbers between 5–14 digits.

3.4 Enter the Category

Enter the product category exactly as created in the Back Office.

Note : The spelling must match 100%, otherwise the system will not categorize the product correctly.

3.5 Enter Product Variations

Use this field if a product has multiple options or sizes, such as Regular / Large , Hot / Iced / Blended or S / M / L

3.6 Enter Selling Price and Cost Price

• Selling Price – The price displayed on the POS.
• Cost Price – Used for profit calculation. If entered, the system will automatically calculate net profit.

3.7 Enter Stock Quantity and Minimum Stock

• Stock – Number of items available. The system will automatically deduct stock when the item is sold.
• Minimum Stock – The system will alert you when stock reaches this threshold.

3.8 Select the Selling Type

Click the field and use the dropdown arrow to choose

• Normal – For items sold by quantity, e.g., snacks, packaged items, drinks.
• Bulk – For items sold per kilogram, e.g., vegetables, meat, fruits.

Note : The selling price entered corresponds to the selected unit type.

3.9 Enter the Unit of Measurement

Enter the unit for the product, such as piece , plate , cup , bowl or kilogram

3.10 Select Sales Status

Click the status field and choose from the dropdown

• For Sale – The item will be immediately available on the POS after import.
• Remove – The item is added to the Back Office only and will not appear on the POS.

Use case : Useful when preparing items in advance before enabling sales.

3.11 Enter Product Description

Enter the product description displayed to customers. This information appears on GrabFood for connected stores.

3.12 Save the Completed Template

Review all product data, then click Save in Excel. Enter a file name and click Save again to prepare the file for import into GPOS.

4. Importing the Product File into the Back Office

Return to the Back Office, open the “Item” menu, and select “Import/Export.” Click “Import Items Document.”

5. Select the File to Upload

A file selection window will appear. Choose the Excel file you saved earlier and click Open to begin the import.

6. Import Confirmation

Once the import process is complete, the system will display the message “Import Succeeded.” Click “OK” to close the notification.

7. Review Imported Products

After importing, go to the Item page to verify. All product items appear correctly. All product data matches the Excel file.