Who this guide is for
For the building supply yard, hardware store or distributor that tracks stock today in one or more Excel spreadsheets (or Google Sheets, which works the same way here). If you have one file per warehouse, a separate price sheet and your customer list somewhere else, you’re in the right place: most of the work is merging all that into a few clean sheets.
If you don’t have a spreadsheet and your stock lives in a notebook or in the store manager’s head, see the guide on starting without a system. If you’re coming from another management system, read the one on migrating from another system.
What data to migrate
You don’t have to move everything on day one. But you should move the following, in this order, because each item builds on the previous one:
- Products: code, name, category, unit and price. This is the foundation of everything.
- Opening stock by warehouse: how much of each product is in each warehouse on the day you start.
- Prices and price lists: your selling price and, if you have them, prices by customer type (wholesale, contractor, counter).
- Customers and customer account balances: who owes you and since when.
- Suppliers: who you buy from and how long they take to deliver.
What you should not move is the sales history from previous years, row by row. Aty calculates replenishment from the outflows recorded since you started; a history imported by hand adds more noise than information.
How to prepare the file
One sheet per type of data. Put the column names in the first row and nothing above them: no logo, no title, no date. On Aty’s Import screen there is a template for each sheet (in .xlsx and .csv) with these same columns: if you’re starting from scratch, download it and fill it in.
Products sheet
| Column | What goes in it | Example |
|---|---|---|
codigo | The product code. Unique: it can’t repeat. | CEM-PC50 |
nombre | How your team and your customers see it. | Cemento Portland CP-II 50 kg |
categoria | For grouping and for reports. | Cements and limes |
unidad | The unit it’s counted in. | bags |
moneda | PYG or USD. | PYG |
precio | Selling price, with no thousands separator. | 62500 |
costo | Replenishment cost. Without it there’s no margin. | 51000 |
minimo | Below this, Aty alerts you. | 200 |
maximo | Optional: flags overstock. | 1500 |
familia | Optional: groups variants. Codes with the same family are published in your store as one product with options. | PVC drain pipe |
diametro, color… | Optional, together with familia: one column for each difference between variants (up to 3). | 40 mm |
Each variant is still one code with its own stock: the 40 mm pipe and the 50 mm pipe are two rows, each with its own code, price and quantity, and the same familia. If your spreadsheet uses “Family” for the product category, on the Import screen choose Category for that column.
Opening stock sheet
One row per product and warehouse. If the cement is in Luque and in Ciudad del Este, that’s two rows.
| Column | What goes in it | Example |
|---|---|---|
codigo | The same code as in the products sheet. | CEM-PC50 |
deposito | The warehouse name, always written the same way. | Luque |
cantidad | What you have today, counted. | 412 |
Customers and balances sheet
| Column | What goes in it |
|---|---|
nombre, ruc, telefono, email, ciudad | Contact details. |
lista | Which price list applies to them. |
limite_credito | How much credit you extend. |
comprobante, fecha, saldo | One row for each document they still owe, not the total. |
The balance per document matters: Aty orders debt by age, and payments cancel the oldest items first. If you import a single total, all the debt looks like it’s from today and the aging report is useless for collecting.
Balances come in as an opening balance in Customer accounts, not as sales: they don’t add to the reports. And importing a customer doesn’t opt them in to WhatsApp or email messages: each customer gives that permission themselves.
Suppliers sheet
nombre, ruc, contacto, telefono, email, plazo_entrega (in days), condicion_pago and moneda. Lead time is not a minor detail: it’s one of the three data points Aty uses to calculate how much to order.
Step by step
- Make a copy of the spreadsheet. Work on the copy; the original stays as a backup until you trust Aty.
- Unify the codes. Look for duplicates (in Excel: Conditional Formatting → Highlight Cells Rules → Duplicate Values). Two rows with
CEM50are the very problem you’re here to solve, not something to import. - Unify the units. If a product appears in bags on one sheet and in kilos on another, pick one.
- Split the stock by warehouse into its own sheet, as in the table above.
- Count before you load. Opening stock has to be what’s actually there, not what the spreadsheet says. If you can’t count everything, count what moves the most and adjust the rest later with a stock count.
- Upload the products. In Aty, go to Import (or Import from Excel in Inventory), choose Products and drop in the spreadsheet. Aty suggests which column is which piece of data (
Cod.is the code,Cantis the quantity) and you fix it if needed. Then you review row by row which ones are new, which will be updated and which have errors (you can fix a cell with an error right there), and nothing gets in until you confirm. - Load the opening stock. Use the Stock by warehouse type (or do it in the same step as the products, if your sheet includes warehouse and quantity). The quantity is set to the number in the spreadsheet and enters as an adjustment in Movements, with the file name as the reason: in Aty, stock is never typed in by hand, there is always a movement with its reason. If you upload the same file twice, nothing is duplicated.
- Check three products by hand. Pick one that sells a lot, one priced in dollars and one that’s in two warehouses, and compare them with the spreadsheet.
- Connect your channels only once the stock is right. Publishing a wrong number everywhere is worse than not publishing it.
If it’s your first time: bring your spreadsheet to the demo and we’ll go through it together. On the Max plan, migrating your data is assisted.
Common mistakes
- Codes that lose their leading zeros. Excel turns
00123into123. Before exporting, format the code column as Text. - Dollar prices with a dot. Aty reads
62.500and₲ 62.500as sixty-two thousand five hundred, the way it’s written here. But8.420in dollars could be eight thousand or eight forty: write dollars with a decimal comma (8,42) or add themonedacolumn. If no column states the currency, Aty asks you before the review. - Broken accents. If you export to CSV, choose CSV UTF-8. Otherwise “Mampostería” arrives as “MamposterÃa”.
- Merged cells and subtotal rows. A row that says “TOTAL CEMENTS” is not a product. Remove them.
- The same warehouse written three ways.
Luque,luqueandDep. Luqueare three warehouses to a machine. - Loading the spreadsheet’s stock without counting. If the spreadsheet was wrong, now it’s wrong on all your channels.
Final checklist
- Every product has a unique code and a single unit.
- Stock is split by warehouse and counted, not copied.
- Prices have no thousands separator and include their currency.
- Customers with debt have one row per pending document.
- Every supplier has its lead time.
- You checked at least three products by hand after importing.
- Only then did you connect the channels.