To create an Amazon flat file, also known as an inventory file, a suitable template is required as a file. The flat file template is usually in *.csv format and can be opened and edited with a spreadsheet programme such as Microsoft Excel. The data structure separated by commas or semicolons ensures that several columns are contained in the file and that it can still be used by different programmes and tools.
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The various columns in the flat file can be used to enter all necessary and useful item data such as prices, product titles, descriptions or other information. If you are an Amazon Seller and sell multiple items on Amazon, you can use the flat file to update or change your item data relatively quickly and easily. In contrast to making changes via the user interface in Seller Central (Flat File → Edit), you don’t have to edit each item individually. The data can be processed in one go. If you want to create a new product, you can also use the flat file. This allows sellers to upload their products to Amazon.co.uk, for example.
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Data upload with the flat file at Amazon
Download flat file for the appropriate Amazon category
In Seller Central, a list of category-based flat files is available via the tab “Flat File” → “Upload multiple items” → “Download flat file”. If you do not know which category your products belong to or should belong to, you can check this in your previous item data or search the current category list, which can also be found under the menu item mentioned above – using the so-called “Browse Tree Guide” (BTG).
Selection of the flat file template type
To create quotes as quickly as possible, you can first use the short version of the flat file template (“Lite”). This template contains fewer columns than the standard version and is limited to the absolutely necessary attributes for creating quotations. Additional article data can also be added later using the standard version of the flat file.
The “Advanced” template (standard version), on the other hand, contains additional columns. It contains all attribute groups that are assigned to the previously selected product category. It is therefore possible to maintain mandatory fields, recommended and optional information using this template.
If you select “Custom”, you can individually define which attributes assigned to the selected product category should be included in the template.
No matter which template you choose: At the end, the selection allows you to download a template that serves as the basis for the flat file. This file provides the basic framework for maintaining the Amazon inventory and ensures that data can be transferred to Amazon in a structured and targeted manner.
Filling the flat file with data
For most people, it is easiest to fill in the article data using a spreadsheet program such as Microsoft Excel. The previously downloaded file can be easily opened in Excel and shows a clearly structured file with several spreadsheets. The article data can be entered here cell by cell. The advantage of a spreadsheet program is that you can work with the familiar Excel help functions (e.g. auto-fill). When copying prices, descriptions or other texts – e.g. within the same parent structure – you can avoid having to re-enter everything individually. This also reduces sources of error.
The standard version of the Amazon Flat File is divided into six spreadsheets: “Instructions”, “Product image information”, “Example”, “Data definitions”, “Template” and “Valid values”.
Flat file instructions
The first worksheet, “Instructions”, provides users with basic information on using the flat file template. It contains various instructions for creating, checking and uploading the file to Amazon. Amazon itself recommends printing out this sheet so that you have it to hand at all times.
Information on product images
This worksheet contains information on how product images – especially the particularly important cover images – must be structured in order to comply with Amazon’s style guidelines and be approved for use.
Example of a flat file
This data sheet shows an example of a completed flat file with demo data. These contain different data structures – e.g. some with parent-child structure, others without parent. The examples are described in relative detail and provide a good overview of what your own flat file should look like in the end.
Data definitions
This section contains a detailed description of each column that can be filled in the downloaded flat file. In addition to a description and information on the use of the column name, example values are also provided. It is also listed here whether an attribute is required, recommended or optional.
Template
This worksheet represents the actual flat file table. Based on the explanations in the front worksheets, the product data that you want to upload to Amazon must be inserted here.
Valid values
Not every column may be filled with any content. This Excel sheet describes in detail which values are permitted in a particular column. In many cases, it is clear which information must be entered – but sometimes it is not clear which values Amazon will accept for a particular column. The “Valid values” worksheet helps to avoid errors when uploading data.