How to input new products
Learn how to use structured custom forms to build and import standardized product variants, tags, and high-resolution images into Shopify.
This guide outlines how to create standardized product listings using a custom bulk entry form rather than Shopify's default free-form tool. By doing this, you ensure consistent naming conventions, automatically generated SKUs, and clean URL structures for better search engine optimization.
This guide is intended for e-commerce catalog managers and merchandising teams who need to bulk-import new seasonal collections or purchase orders into Shopify.
Access Vendor Purchase Order Data
Before entering data into the form, locate the purchase order (PO) in your wholesale portal (e.g., RepSpark) to access the UPC and style numbers.
Enter Core Product Details
Next, transfer this information to the custom product form alongside details mapped directly from the vendor's consumer-facing website.
Configure Variants and Pricing
Even though we may not have ordered certain sizes, by including all "available" sizes the vendor offers will allow us to easily ring up those sizes for special order.
Additionally, try not to include sizes that the vendor doesn't make (for example some brands don't make a 31, or only offer it in certain styles). This is less important, it will just display out of stock since there won't be inventory in that size anyway, but good practice to avoid a special order for a size that doesn't exist.
Add Product Content and Tags
To ensure consistency, pull descriptions directly from the brand.
Brand: Match spelling & format as it is in the input form. At somepoint I will have the form automatically fill the vendor tag based on what you select in the drop down at the beginning.
Season: Season abbreviaion (FW for Fall/Winter, SS for Spring/Summer) + Year
e.g., "FW25" for Fall/Winter 2026 or "SS26" for Spring/Summer 2026
Color: the general color as it appears to you (not the vendor color name)
e.g. "green" not "deep forest"
A few relevant descriptors are useful as well, but don't overthink it. The activity it may be used for, the material, a detail about the garment type (such as crewneck or v-neck)
Example tag string: [
Johnnie-O, SS26, navy, golf, performance, quarter zip]Import High-Resolution Images
Never pull small thumbnail images. Always retrieve the maximum resolution file by clicking and opening the bigger version of the image, then opening the image in a new tab.
After opening the largest version of the image, right-click and select Open image in new tab.
Export and Import to Shopify
Once the product is fully inputted, we will add it to our Product Queue.
Q: Why shouldn't I just use the default Shopify product form?
A: Shopify's default form is free-form and open-ended. A custom structured form forces consistent naming conventions, builds uniform SKU strings automatically, and prevents data entry discrepancies that harm SEO and internal search.
Q: What if I don't have barcode data for a specific size?
A: Leave the barcode and quantity fields blank for that variant. You only need to enter data for the specific sizes included in the purchase order, but if you have the full listing of barcodes available, it is good to input them as well so that we have them in our system if we ever get that size in at a later date or special order it for someone.
Q: Why do I need to paste descriptions without formatting?
A: Pasting formatted text carries over hidden styles and internal links native to the vendor's website. Pasting plain text allows the description to adopt your storefront's typography and prevents shoppers from accidentally clicking a link back to the vendor.
Q: How do I make sure I am getting the best quality image?
A: Always right-click the image on the vendor's gallery and select "Open image in new tab." This breaks the image out of the website's thumbnail container and provides a direct URL to the maximum resolution version.
Q: What rules should I follow when tagging a product?
A: Keep tagging simple but highly structured. Always apply the vendor brand, the delivery season (e.g., SS26 or FW25), and a couple of brief descriptors outlining the color and functional type (e.g., 'performance' or 'quarter zip').
Term | Definition |
|---|---|
Alpha Sizing | A standard sizing convention using letters (e.g., S, M, L, XL) rather than numeric measurements. |
CSV | Comma-Separated Values, a file format used to store and transfer structured spreadsheet data across platforms. |
PO | Purchase Order, a commercial document issued to a vendor indicating types, quantities, and agreed prices for products. |
SKU | Stock Keeping Unit, a distinct alphanumeric code automatically generated to track a specific product variant internally. |
UPC | Universal Product Code, a standardized retail barcode assigned to a specific item for scanning and inventory tracking. |
Variant | A specific permutation of a product based on selectable options, such as a unique size or color combination. |