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Using the Data Import/Export Tool

Learn how to use Pavilion’s Import/Export tool to manage Inventory, Product Groups, Customers, and Vendors.

Pavilion’s Data Import/Export tool helps you manage large sets of data quickly and reliably. Whether you're uploading new inventory, managing product variants with Product Groups, updating your customer base, or preparing for vendor imports, this tool provides a straightforward and scalable way to handle your essential business records.

This guide covers how to use Pavilion’s Import and Export functionality for:

  • Inventory

  • Product Groups

  • Customers

  • Vendors

  • Gallery Images

Importing and Exporting Inventory

Import Inventory

You can import a CSV file to:

  • Create new inventory records

  • Update your existing Inventory items

The Import Inventory lets you map your CSV columns to Pavilion fields like Title, Category, Vendor, Store, Location and more. You can also:

  • Choose whether to update existing records

  • Create new related records (e.g., Locations or Vendors) if they don’t already exist

  • Include attributes, internal notes, and custom fields

  • Create new adjustments for Inventory Item(s). The following adjustments can be created: VENDOR_PURCHASE, MEMO_PURCHASE, VENDOR_RETURN, MEMO_IN, SALE_RETURN, LOST, FOUND, SCRAP.

  • Note: When importing negative adjustment types such as VENDOR_RETURN, SALE_RETURN, LOST, or SCRAP, the quantity must be entered as a negative value in the CSV file.

⚠️ Unable to create new adjustments with types: SALE, RESERVE, MEMO_OUT, MEMO_OUT_RETURN and TRADE_IN.

👉 Look for the "Update Existing Records" checkboxes to update the data that is already in Pavilion.

Note: It's a good solution to download the template provided and follow its format closely to avoid errors.

Export Inventory

Export inventory records for backup, editing, or reporting. You can filter exports by:

  • Category

  • Store

  • Location

  • In Stock or on Memo status

Just set your filters and hit Export to download the file.

Importing and Exporting Product Groups

Product Groups help you manage related inventory variants (e.g., the same ring in different sizes or colors).

Import Product Group

Use this feature to:

  • Add or update groups of items that share attributes

  • Ensure consistency across variants

You’ll see a similar interface to inventory import for mapping columns by Unique Key (e.g., Salesforce ID, Internal ID, SKU, Name)

Export Product Group

Export Product Group records to review or edit them outside of Pavilion. Filter by:

  • Category

  • Vendor

👉 You can leave Category and Vendor empty to export the whole data.

Click Export to download your data.

Importing and Exporting Customers

Customer Import/Export lets you manage your customer data.

Import Customers

Use this to upload your customer base. You can:

  • Add new customers

  • Update existing records

  • Map fields such as Name, Email, Phone, etc.

You’ll see a similar interface for mapping columns by Unique Key: Salesforce ID

Export Customers

Simply click Export to download all customer data.

Easy Step-by-Step Instructions

This section provides simple instructions and common use cases for each option in the Data Import/Export tool. Use this as a reference when uploading or exporting data for inventory, product groups, or customer records.

1. How to Import Inventory

Add new inventory items or update existing ones using a CSV file.

Steps:

1. Download the template file to ensure correct column headers.

2. Fill in item details. Ensure that your CSV file contains the required fields. The required columns for creating new inventory items typically include: title, category, vendor_id, store_id, location_id, weight (Required only for pricing models: Bulk Stones and Gemstones).

The required columns for adding new adjustments include: adjust_quantity and adjust_operation.

  • adjust_quantity — specifies the exact number of items that will be added to or removed from inventory as part of the adjustment.

  • adjust_operation — defines the type of adjustment being applied. The following values are supported:

    • VENDOR_PURCHASE

    • MEMO_PURCHASE

    • VENDOR_RETURN

    • MEMO_IN

    • SALE_RETURN

    • LOST

    • FOUND

    • SCRAP

⚠️ For negative adjustment types such as VENDOR_RETURN, SALE_RETURN, LOST, or SCRAP, the adjust_quantity value must be entered as a negative number (for example, -1 instead of 1).

3. Click Start Import under Import Inventory.

4. Upload your completed CSV file or drag and drop it. Enable Update Existing Records if updating existing items.

5. Click Import to begin uploading data.

2. How to Export Inventory

Generate a report of your current inventory for analysis, reporting, or backup.

Steps:

1. Click Start Export under “Export Inventory.”

2. Choose filters such as (Optional):

  • Category

  • Store

  • Location

  • In-Stock

  • Memo

3. Leave it empty if you wish to export all the data

4. Click Export.

5. Download the CSV file.

3. How to Import Product Group

Upload or update multiple variants of a product (e.g. sizes or colors) in one file.

Steps:

1. Download the template file.

2. Fill in the data. Make sure that your CSV file contains the required fields: category, name.

3. Click Start Import.

4. Choose a Unique Key for mapping and click Import.

4. How to Export Product Group

Export grouped product data to edit, share, or for backup.

Steps:

1. Click Start Export.

2. Filter by (Optional):

  • Category

  • Vendor

3. Leave it empty if you wish to export all the data.

4. Click Export.

5. Download the CSV file once completed.

5. How to Import Customer(s)

Add or update customer profiles in bulk, such as when migrating from another system.

Steps:

1. Download and fill out the template file.

2. Add details such as:

  • Name

  • Email

  • Phone number

  • Tags or customer notes

3. Make sure to fill in the Last Name of the customer as it is a required field.

4. Click Start Import.

5. Upload or drop the CSV file and click Import.

6. How to Export Customer(s)

Steps:

1. Click Start Export.

2. Click Export to generate the CSV file.

7. How to Import Vendor(s)

Add or update vendor profiles in bulk, such as when migrating from another system.

Steps:

1. Download and fill out the template file.

2. Add details such as:

  • Name

  • Email

  • Phone number

  • address

3. Make sure to fill in the Name of the vendor as it is a required field.

4. Click Start Import.

5. Upload or drop the CSV file and click Import.

8. How to Export Vendor(s)

Steps:

1. Click Start Export.

2. Click Export to generate the CSV file.

9. How to Import Images

Add or update inventory images to your Pavilion Inventory (for example, when migrating from another system).

Steps:

1. Click Download Template in the Import Media Files for Gallery field.

2. Enter the following fields:

  • For the recordKey field, you must enter only one identifier - either the Salesforce ID, Internal ID, Item Number, or SKU of your Inventory Item, Product Group, or Product Variation you are referencing.

  • For the imageName field, you must enter the full name of the image file from your computer, including the file type (e.g. if the image is a JPG, be sure to include .jpg at the end of the file name, same goes for other image formats.)

  • You have the option to upload a Media URL using the imageUrl field instead of imageName. To correctly configure imageUrl field, please contact your system administrator for guidance.

3. Click Start Import.

4. Upload or drag and drop the CSV file.

5. Choose Select media folder (1) if you want to select the media folder where your images are located, or Select media files (2) to select or drag and drop specific media files to upload.

6. Under Record Mapping Options, select the Object Type. This determines how the items will be mapped during import.

  • Define automatically by Id (default) - this will automatically add all images according to the Id

  • Inventory Item - will only add Individual Inventory Items, ignoring Product Groups and Product Variations

  • Product Group - will only add Product Group Items, ignoring Individual Items and Product Variations

  • Product Variation - will only add Product Variations, ignoring Individual Items and Product Groups.
    ​

7. If you select Inventory Item, Product Group, or Product Variation as the Object Type, you will be able to choose Map by Field, which lets you specify the field in your CSV file that should be used for matching:

  • Inventory Item Object Type -Salesforce ID, Internal ID, Item Number, SKU

  • Product Group Object Type - Salesforce ID, Internal ID, SKU, Name

  • Product Variation Object Type - Salesforce ID, Internal ID, SKU

8. Check the Replace existing images box if you want to delete all currently existing images on the items you are adding. This step is optional.

9. Check the I understand that this operation will irreversibly affect my Pavilion data box and click Import.

10. That is it. You successfully Imported Images to your Inventory Items.

If an error(s) appear, you will be able to review them by clicking Download Results SCV button.


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Related Articles
Managing Invoices in Pavilion B2B
Adding a New Inventory Item
Pavilion Settings: Managing Categories
Creating Bulk Inventory Items
Using Filters in Pavilion
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