Bulk Item Import

If you need to add a large number of items at once (e.g. 500, 1,000 or more), this is done via CSV import. CSV (Comma Separated Values) is a simple text format that can be exported from Excel, Google Sheets or any other spreadsheet application.

How does CSV import work?

CSV import is a service performed by our team. The process is as follows:

1. Prepare a spreadsheet with your items in Excel or Google Sheets
2. Export the spreadsheet as a .csv file (UTF-8 encoding)
3. Send us the CSV file by e-mail
4. We load the items into your system – usually the same day

What data should the spreadsheet contain?

The spreadsheet must have a header row (first row with column names). The minimum required columns are:

Subsequent price updates

If your prices change frequently and you need regular updates from supplier price lists, this can also be handled via CSV import – send us the updated spreadsheet and we update the prices in your system.

Item Entry via eInvoice (UBL XML)

If you receive eInvoices (electronic invoices in UBL XML format) from your suppliers, the system can automatically create a goods receipt from the eInvoice and add new items in the process.

The process is as follows:

1. Go to Receipts → New Receipt → Manual Entry (PRM)
2. Click Load XML and select the supplier's UBL XML file
3. The system automatically reads items from the XML and attempts to match them with existing items by barcode, reference or supplier code
4. Items the system cannot recognise are shown in a preview – you can manually link them to existing items or create new ones
5. Confirm the import and the receipt is created with quantities and prices from the eInvoice

Searching Items by Name, Reference or Barcode

When creating an invoice, receipt or any other document, you can search for items in three ways simultaneously:

• By reference (SKU/code) – type part or all of the item code
• By name – type part of the item name (e.g. "t-shirt" or "samsung")
• By barcode – type or scan the item barcode

All three search methods work simultaneously – the system searches all fields at once and displays all items matching the entered term.

At the Point of Sale (POS)

At the POS there is a quick-add field. Type a reference, name or barcode and press Enter. If the system finds exactly one match, it immediately adds the item to the bill. If there are multiple results, a list is shown for selection.

On receipts and other documents

When adding items to a receipt, price change or other document, click the add-item button. An item overview opens with a search field. Type your term and the system filters the list in real time.

Barcode Scanners

Kigo fully supports barcode scanners. There are two ways to scan barcodes:

1. Handheld barcode scanner (USB or Bluetooth)

A handheld barcode scanner – whether wired (USB) or wireless (Bluetooth) – works as a keyboard. When you scan a barcode, the scanner converts the barcode image into a string of characters and "types" them into the active field on screen, just as if you had typed them on a keyboard. It then automatically sends Enter.

This means you don't need any special software or configuration – simply:

1. Connect the scanner to your computer (USB) or pair it via Bluetooth
2. Click into the item entry field at the POS or anywhere in the system
3. Scan the barcode – the scanner automatically enters the barcode content and confirms the entry

This works on any device with a USB port or Bluetooth: desktop, laptop, tablet. It works with any operating system (Windows, macOS, Linux, Android, iOS).

2. Device camera (Kigo Android app)

If you are using the Kigo Android app, barcode scanning via the device camera is available. On the POS screen, press the Scan button – the app activates the camera, you point it at the barcode, and the app automatically reads the barcode and adds the item to the bill.

Where can I use a barcode scanner?

A barcode scanner (handheld or camera) can be used in all parts of the system where there is an item entry field:

• Point of Sale (POS) – adding items to a bill
• Goods receipts – searching items when adding to a receipt
• Item card – entering a barcode on an item (useful for quickly adding barcodes to the system)
• Declarations – searching items for label printing

Frequently Asked Questions

Can I import items from an Excel spreadsheet myself?

There is currently no self-service import in Kigo. Import is performed by our team after you send us a CSV file.

What format should I prepare the file in?

It is best to prepare data in Excel or Google Sheets, then export as CSV (UTF-8). If you have data in XLS, XLSX or XML format, open it in Excel and save as CSV. The field separator should be a comma or semicolon.

How many items can I import at once?

There is no limit on the number of items. You can import 100, 1,000 or 10,000 items – the only requirement is that the data is correctly formatted.

Can I update prices of existing items via import?

Yes. If items in the CSV have the same references as existing items in the system, the import updates prices and other data. Items that do not yet exist are automatically created as new.

Which barcode scanner do you recommend?

Any USB or Bluetooth scanner supporting 1D (EAN-13, Code 128) and optionally 2D (QR code) barcodes. Popular models include Honeywell Voyager, Zebra DS2208, Inateck BCST-70 and similar. Prices range from EUR 20 to EUR 80 depending on the model.

Can a scanner read barcodes from a phone or screen?

Yes, but only 2D scanners (which also read QR codes). Older laser 1D scanners cannot read from screens – they only work with printed barcodes.

Do I need to configure the barcode scanner?

No. The scanner works immediately after connecting (plug & play). The only recommendation is to check that the scanner is set to HID mode (keyboard emulation), which is the default setting on virtually all scanners.