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Costs Auto Import - Create a Google Sheet Cost File and publish the URL
Costs Auto Import - Create a Google Sheet Cost File and publish the URL

This article explains how to create a Google Sheet Cost file for upload to A2X, and Publish to Web

Tracey Newman avatar
Written by Tracey Newman
Updated over a week ago

Keeping your costs up to date with A2X can be time-consuming. Each time a cost is added, deleted, or changed, it is best practice to update the changes in A2X to ensure the cost entry to your accounting system is as accurate as possible.

A great way to save time is to create a Google Sheet with the cost data and share this sheet with all people in your organization who are responsible for keeping cost of goods sold up to date.

Please follow these instructions step by step to link your sheet. Each step is important for the data to be processed correctly by A2X.

Step 1: Create a Google Sheet

Click HERE to navigate to Google Sheets, then click the 'Go to Sheets Button'.

Step 2: Set up your Google Sheet

Your Google sheet must have two columns only with 'sku' as the header name in cell A1 and 'cost' as the header name in cell B1. Please make sure the header names are all lower case, as this is case sensitive.

Important note: If the Google sheet is not set up correctly with only two columns labeled 'sku' and 'cost' (in lower case), our system will detect this and notify you with an error message to try again.

Step 3: Enter or update your cost information

If this is the first time you are preparing your cost sheet, you may wish to open or download your cost information from your inventory system. Depending on your internal workflows, this information may be taken from another spreadsheet, an inventory program, Shopify, Amazon or another system. This information must be copied and pasted into this Google Sheet. Please refer to the following screen shot for an example of how this data will be populated.

If you have already uploaded your Google Sheet URL in A2X previously, all you need to do is change the cost, or add additional rows for new SKUs.

Step 4: Create the shareable URL

When you have prepared the cost data for upload to A2X, you will need to create the URL to copy and paste to A2X. This step needs to be completed only once, and the URL will stay the same going forward.

Click on File in the menu bar | Share | Publish to Web

Step 5: Publish to Web

Select 'Entire Document' and drop down the box that displays Web Page and change to Comma-separated Values (.csv).

Please note these steps are very important, otherwise the auto import process will not work.

Click on Publish and then OK

Please note this URL is viewable and editable by any person that has the URL, so please consider your organization's security policies before proceeding.

Step 6: Copy the URL

Copy the URL shown in the grey highlighted box below to your clipboard (you can do this by right clicking and choosing Copy, or pressing < Ctrl C >

Step 7: Paste this URL in the highlighted box below

Select your Costs Currency then paste your URL.

Please note if the Google sheet is not set up correctly with only two columns named 'sku' and 'cost' or if the URL is not in .csv format, our system will detect this and notify you with an error message to try again.

Step 8: Click on the Import Cost File Button

The import may be immediate or within 24 hours.

Step 9: Check to see if your cost import was successful

Click on the Cost History tab. Please note it may take up to 24 hours for this row to appear as the costs will update at 1am UTC each day. If no row appears after 24 hours, please contact us so we can provide assistance.

At any point, if you've made changes to the linked Google sheet and need those updates reflected immediately in A2X (rather than waiting for the daily auto-update), you can click the Import Now button.

To make changes to the Google sheet file link, you can edit the 'URL for Cost Import' field then click the Update Cost Import button to save the change. From there, the costs will update automatically at 1am UTC each day or you can click Import Now for an immediate update.

If you have any questions, please reach out to our Customer Success team via the blue chat icon in the bottom right of your screen, or via contact@a2xaccounting.com.

Hint: If you are in chat and wish to view the article outside of the chat window, please click HERE

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