Imports and review

Match imported records to existing ones

Biosphere matches each imported row to a record you already have by its source ID, then by SKU or reference. When it can’t tell, or matches the wrong record, you decide, and Biosphere remembers the decision for later imports.

See how each row matched

In the review, each change says how it matched:

• Matched by the source’s record ID, such as “Matched by Alder Supply record ID”
• Matched by SKU, or Matched by reference
• New record

Catalog variants also say how their item matched: by source record ID, through its existing variants, or as a new catalog item.

Names never match records on their own. Two items with the same name stay separate unless you link them.

Decide whether a record is the same

1. In the source review, select Review changes.
2. Open Resolve record identities, then open the record you want to decide. It shows its source ID and the rows it came from.
3. In Identity decision, choose one:
   • Same as an existing record: link it to the record you choose in Existing record.
   • Create a distinct record: keep it separate. It needs its own SKU or reference.
   • Not the same as this record: never match it to the record you choose.
   • Remove the current link: later imports need a new decision. The existing record stays.
4. Enter a Reason, at least 3 characters, such as “Same rose, supplier renumbered it”.
5. Select Propose decision.
6. Check the proposal, then select Approve identity decision, or Decline proposal with a reason.
7. Select Refresh review, check the changes, then approve the import.

The decision changes how this source ID matches from now on. It doesn’t approve the import itself.

Add SKUs to an existing catalog item

When new SKUs share the name of an item you already have, the review offers “Same item — add these SKUs to” that item.

1. Select that button. The dialog shows the existing item and every SKU to add.
2. Select Confirm same item.
3. Select Refresh review, check the new variants, then approve the import.

If you don’t confirm it, the new SKUs go on a separate item with an adjusted name.

Review pending proposals

Scout and other connections can propose record matches, but only a person can approve them.

1. In Inbox, select Pending proposals.
2. In Record type, choose the kind of record.
3. For each proposal, check who proposed it, the source record, the existing record and the reason.
4. Approve it, or decline it with a reason.

If the record’s matches changed after the proposal was made, the proposal says so and can’t be approved. Decline it and propose again. Choose Catalog merges to see proposed item merges; each opens on its item page.

Keep item names unique

Catalog item names and inventory item names are each unique in your business, ignoring case and surrounding spaces.

• In an import: the review adds a detail to keep a new item’s name distinct, and shows “Another item already has this name.” with Open existing.
• When you edit by hand: saving a taken name says “An item with this name already exists in this business. Choose the existing item or enter a different name.” Select Select existing when you are choosing an item for a field, or Open existing to go to it.
• Rows that share a name: new variants with the same item name and no item reference are refused. Map an Item reference column to group the variants that belong together.

What to know

• Every decision keeps who proposed it, who approved it and why.
• A “not the same” decision keeps later imports from matching that source ID to that record until a person changes the decision.
• Decisions apply per source. The same ID from another source is a different record.