How to import and update product catalogs in Vendavo for distributors

Importing and updating product catalogs in Vendavo can feel like a slog—especially if you're a distributor who juggles a lot of SKUs from different sources. This guide is for the folks who have to actually get the data in the system and keep it up to date, not just talk about “digital transformation” in meetings. I'll walk you through the process, step by step, flag the common headaches, and share a few shortcuts. If you want a smooth, reliable catalog update—not just a one-off import—read on.

Who Should Read This

  • Distributors managing their own catalogs in Vendavo
  • Anyone tired of mysterious import errors and “helpful” but vague error messages
  • Teams who want to keep their catalog clean, current, and as low-maintenance as possible

1. Understand What Vendavo Expects

Before you upload anything, get clear on what Vendavo actually wants. Their system is picky about formats and field mapping, and skipping this part is where most people trip up.

  • File format: Usually CSV or Excel (XLSX). Check your deployment—some versions only take one or the other.
  • Encoding: UTF-8 is safest. If you use special characters (like in product names or descriptions), double-check this.
  • Field mapping: Vendavo needs to know which columns in your file map to its internal fields. You’ll usually set this up during the import, but having a map handy saves headaches.

Pro tip: Export a sample catalog from Vendavo first, if you can. This gives you a “gold standard” template for formatting.

2. Prep Your Product Data

Don’t just dump your ERP export into Vendavo. Clean it up first.

  • Standardize SKUs: Make sure SKUs are consistent—no stray spaces or odd punctuation.
  • Normalize descriptions: It’s amazing how many catalog errors come from weird line breaks or hidden characters in product descriptions.
  • Check for required fields: At minimum, make sure you have:
    • SKU/Product ID
    • Product name
    • Category (if you use them)
    • Price/cost fields (whatever Vendavo requires for your workflows)
  • Remove duplicates: Vendavo often chokes on duplicate SKUs, or worse, overwrites the wrong record without warning.

What to ignore: Don’t bother loading “nice to have” fields unless you actually use them in pricing or analytics. Extra columns just add noise.

3. Back Up Before You Import

It sounds obvious, but always back up your current catalog before you make changes. Vendavo doesn’t always offer easy “undo” options, especially if you’re doing a bulk update.

  • Export your current catalog and stash a copy somewhere safe.
  • If possible, test imports in a sandbox or staging environment first.
  • If your version of Vendavo supports versioning, make sure it’s on.

4. Importing a New Catalog

Now you’re ready to actually bring data in. Here’s how:

Step 1: Find the Import Tool

  • Log in to Vendavo.
  • Look for “Product Catalog,” “Items,” or “Bulk Import” in the main menu.
  • If you don’t see an import option, you might need special permissions or to contact your admin.

Step 2: Upload Your File

  • Click the import/upload button.
  • Browse and select your cleaned catalog file.
  • Choose the correct file type (CSV/XLSX) if prompted.

Step 3: Map Fields

  • Vendavo will try to auto-map your columns to its internal fields.
  • Double-check each mapping—sometimes “Product Code” and “SKU” get mixed up, or price fields map wrong.
  • Fix any mismatches now; otherwise, you’ll be fixing them for hours later.

Step 4: Preview and Validate

  • Vendavo usually gives you a preview screen. Look for:
    • Misaligned columns
    • Missing required fields
    • Obvious data errors (e.g., text in number fields)
  • Run the “validate” step if it’s available. This catches errors before anything changes.

Step 5: Run the Import

  • If everything looks good, start the import.
  • For big catalogs, this can take a while. Don’t hit refresh—just let it run.
  • Watch for success/failure emails or on-screen notifications.

If you hit errors: Vendavo’s error messages are often vague. Download the error log (if available) and open it in a text editor. Nine times out of ten, it’s a missing required field or a duplicated SKU.

5. Updating an Existing Catalog

Updating is trickier than a first-time import. Here’s what to watch out for:

  • Overwrite vs. append: Decide if you’re updating existing products (overwrite) or adding new ones (append). Most distributors need to do both.
  • SKU as the key: Vendavo almost always uses SKU/Product ID to match records. If you change your SKU scheme, expect pain.
  • Partial updates: If you only want to update prices (not names/descriptions), only include those fields in your import. Otherwise, blank fields might overwrite good data.

Typical Update Scenarios

  • Price updates: Prepare a file with just SKU and new price fields. Import as an update.
  • Product removals: Vendavo rarely lets you delete via import. You’ll need to manually retire/discontinue products, or batch them through a separate process.
  • Adding new items: Mix new SKUs in with your update file. Vendavo will usually add them if they don’t exist, but check your config.

What doesn’t work: Trying to fix catalog messiness with a giant, everything-in-one-file update. You’ll just create more confusion. Tackle updates in small batches whenever possible.

6. Common Pitfalls and How to Dodge Them

1. Encoding issues: If you see weird symbols or question marks, it’s usually a UTF-8 problem. Open your CSV in a proper editor (like Notepad++ or VS Code), not Excel, to check.

2. Field mismatch: “SKU not found” or “Field missing” errors usually mean your column headers don’t match Vendavo’s expected names. Check the sample export again.

3. Importing blank fields: Blank columns can overwrite existing info. Only include columns you actually want to update.

4. Permissions: Some users can’t import or update catalogs. If you can’t see the option, you might need admin access.

5. Large file timeouts: Big catalogs (10,000+ rows) can time out. Split your file into smaller chunks if you keep hitting failures.

7. After the Import: Double-Check Your Work

Don’t trust the “success” message alone.

  • Spot-check random SKUs to make sure data landed where it should.
  • Run a quick report on recently updated products to catch any weirdness.
  • If you updated prices, confirm downstream systems (quotes, invoices) are picking up the new values.

If you spot problems, fix them fast—bad data left overnight has a way of multiplying.

8. Automating Catalog Updates (If You Must)

Some distributors try to automate catalog imports via APIs or scheduled jobs. It’s possible, but not as “set and forget” as vendors suggest.

Reality check: - APIs require solid error handling. If your data is messy, automation makes it worse, not better. - Always log every run and review error logs. Silent failures are common. - Start with manual imports until you’ve got a reliable process, then automate.

Summary: Keep It Simple and Iterate

Importing and updating catalogs in Vendavo isn’t rocket science, but it does reward a methodical approach. Start with small, clean files. Back up often. Don’t try to automate a broken process. And if something feels off, slow down and check your work—your future self (and your sales team) will thank you.