If you’re updating your existing products, you don’t need to edit each one manually. Simply download your current product list, make your changes directly in the template, and upload it back into Digitail. Just follow a few key guidelines—keep the columns exactly as they are, complete all required fields, use clean number formatting, and ensure product names, categories, and tax rates align with your system. With these best practices, your updates will import smoothly and accurately.
‼️ Warning: This tool should only be used by users who are comfortable working with imports. Updating existing products affects live data, and mistakes such as incorrect pricing, categories, or units can immediately impact active workflows and reporting.
⚠️ Important Tips for a Successful Import
Do not remove, rename, add, or rearrange columns—the template structure must remain exactly the same.
Ensure all required fields are completed before importing to avoid validation errors.
Use consistent pricing formats: numbers only, with no currency symbols or special characters.
Enter markup as a whole percentage
Select only existing product categories that already exist in your system
Keep product names unique to prevent duplicates during import.
Verify that tax rates are configured in your system preferences before uploading.
Check out "How to update Existing product details via CSV' through our interactive demo below 👇
Update Existing Products in bulk
1. Download the Template
From Digitail by going to Administration < Import Workbook < Update Existing Products
2. Select "Download Current Product List" and filter
Filter by product categories or AHAA Codes
Option to "Include inactive products"
3. Download the Template
Open it using Google Sheets
Fill it out or paste the information from your current export file according to each column header.
Example of Existing Product download template.
4.) Any field of the product can be edited except formulas cannot be altered *if the product has received and sold stock.
⚠️ Important: Formulas Cannot Be Changed Once Stock has Has Been Received
Products cannot have their formula edited (unit, subunit, or calculation) once they have received stock and any quantity has been sold.
This restriction protects historical inventory accuracy, COGS calculations, and past sales records.
If a product needs a new formula, you must create a new product using the updated configuration.
Example of error failure to update product formula
Name
Category: Choose from the drop-down menu the correct category.
Manufacturer: Choose from the drop-down menu the manufacturer from your database.
Measurement Unit: Main unit of the product
Measurement Subunit: The second unit of the product
Size / Quantity: Input here how many Subunits are in a Unit
Tax: Ensure tax is saved in Clinic Profile < Preference < Product before uploading the workbook
Sales Prices: Retail price including markup and tax (if applicable). Keep in mind that this is always referring to the UNIT and not the subUNIT.
Recommended Markup %: The suggested percentage increase applied to the cost price use to calculate your retail selling price. Must be a whole number percentage (ie: 1.5 = 150%)
Barcode No. / SKU (Optional): You can add here the product's barcode. You'll be able to search and use the product just by scanning it.
Dispensing Fee: The additional fee charged when dispensing this product, already inclusive of applicable taxes. This fee will be added on top of the base product price during billing and will be hidden on the invoice
Barcode/SKU: The unique identifier used for scanning and tracking this product in inventory. This may be the product’s barcode, SKU, or internal code.
Minimum Stock: The lowest acceptable inventory level before a restock alert is triggered. When stock falls below this threshold, the system will flag it for restock. Set the Stock Alert Receipt Email to automatically send an notification to your email of choice.
Optimal Stock: The target inventory level you aim to maintain. Helps with ordering by suggesting the amount needed to restock up to this level.
Days Before Expiration Alert: The number of days prior to a product’s expiration when an alert should be generated. Set the Stock Alert Reciepet Email to automatically send an notification to your email of choice.
Directions: Instructions on how this product should be used or administered. For example: “Give 1 tablet by mouth once daily with food.” These appear in patient records and can be shared with clients on discharge notes, record summaries and the medication label.
Recommendations: Suggested guidelines for product use, dosage, or follow-up. Recommendations may be used internally by staff or included in discharge instructions.
Controlled Substance: Indicates whether the product is legally regulated as a controlled substance. Select “Yes” to ensure compliance with reporting, logging, and inventory restrictions. If left blank this will default to "No" in the platform.
Consumables: Identifies products that are used up during procedures or treatments (e.g., syringes, gloves, bandages). Useful for inventory tracking and cost allocation. If left blank this will default to "No" on the platform.
AAHA Code: The standardized code defined by the American Animal Hospital Association (AAHA) to categorize services and products for benchmarking, reporting, and compliance.
5. Save the template to your computer without changing the file name.
📍 Tip: When saving your Existing Products CSV template (e.g., Digitail_Import_UpdateExistingProducts_2025-12-10_23-28-36), do not rename or modify the system-generated file name.
Instead, add your custom label before the existing file name — for example:
ClinicA_Digitail_Import_UpdateExistingProducts_2025-12-10_23-28-36.
This ensures Digitail can correctly recognize that you are uploading the Update Existing Products template and prevents mapping or upload errors.
Update the file name in the front of the template name (if needed)
Select File
Select Download
Select Microsoft Excel
Save to your computer
6. Upload the spreadsheet into Digitail
Drag or Select "Browse Files" and select files to upload.
7.) Select Start Import
You'll get a green notification about how many products have been uploaded successfully.
Select Import Another File if you are importing multiple files
Select View Imported Products to review you recently uploaded product details
Want early access to this beta feature? Contact us, and we’ll enable it for your hospital.