Import guide for CSV uploads

Last updated: June 19, 2026

In the Coolset platform you can upload the following items in bulk using a csv upload:

Products,
Suppliers,
Order items
Origins.

Before you start

Each category has its own required columns and data types.
It’s important to use the exact column names and fill in the correct data types as shown in the template or the table provided below.

You can either:

Create your own CSV file following the required structure, or
Download a preformatted template directly from the platform.

Downloading the template

In the Coolset platform, select the category you’d like to upload.
Click “Import” in the top-right corner.
Download the provided CSV template for that category.

Opening the CSV template in Microsoft Excel

The template is a .csv file.
To open it with columns correctly displayed in Excel:

Open Microsoft Excel.
Go to the Data tab.
Click Get Data → From Text/CSV.
Select your downloaded template file and load the data.

Your file will now appear in a clear column structure.

Filling the template

When completing the template (or creating your own), follow the tables at the end of this page for guidance:

Column Name – The exact names to use for the columns in your file.
Data Type – The format of data expected in each column (e.g., text, number).
Description – Explains what information to provide.
Required – Indicates if the column must be filled in for a successful upload.

Uploading Your CSV File

Once your CSV file is ready:

Go to the item you want to upload to.
Click “Import” in the top-right corner.
Drag and drop your file into the upload area, or click the box to browse your computer.
Once your file is selected, click “Import” to start the upload.

Required columns and descriptions

Products

Column name	Data type	Description	Required
external_id	text	Unique identifier of the product from your external system (e.g., ERP, CRM). Used for linking data across systems.	TRUE
name	text	The name of the product.	TRUE
description	text	Additional descriptive information about the produc.	FALSE
hs_code	A whole number (no decimals)	The Harmonized System (HS) code identifying the product for customs classification.	TRUE
commodity	text	The commodity category the product falls under (e.g., soy, cocoa, palm oil, cattle, timber).	TRUE
scientific_name	text	The scientific name of the species. Required only for wood-based products.	FALSE
common_name	text	The common (non-scientific) name of the species. Required only for wood-based products.	FALSE
sku	text	The stock keeping unit (SKU) of the product.	TRUE
type	text	Indicates whether the product is produced, purchased, or manufactured.	TRUE
bill_of_materials	text	Comma-separated list of external_ids of products that make up this product’s bill of materials (if manufactured).	FALSE

Suppliers

Column name	Data type	Description	Required
external_id	text	Unique ID from your ERP or CRM	FALSE
company_name	text	Legal name of the supplier	TRUE
description	text	Optional notes about the supplier	FALSE
country_code	text (2 characters)	ISO 3166-1 alpha-2 code (e.g. NL, DE)	TRUE
is_self_managed	TRUE or FALSE	Set to TRUE if you are self-declaring on behalf of this supplier	FALSE
contact_name	text	Primary contact person, leave blank if self-managing	FALSE
contact_email	text	Contact email used for invitations, leave blank if self-managing	FALSE
type	text	The type of value chain partner. Always fill in "supplier"	TRUE

Order items

Column name	Data type	Description	Required
external_id	text	Unique identifier of the order item from your external system (e.g., ERP, CRM). Used for linking data across systems.	FALSE
order_id	text	Identifier of the associated order. All items belonging to the same order share this ID.	TRUE
order_created_at	date	The date the order was created (format: DD-MM-YYYY).	TRUE
arrival_at	date	The date the order is expected to arrive (format: DD-MM-YYYY).	FALSE
value_chain_external_id	text	External ID of the supplier (matching the supplier’s external_id from the supplier import).	TRUE
buyer_product_external_id	text	External ID of the product (matching the product’s external_id from the product import).	TRUE
volume	A number with decimals	Quantity of product included in the order item.	TRUE
unit	text (max 3 characters)	Measurement unit of the product (e.g., kg, m³, t).	TRUE

Origins

Column name	Data type	Description	Required
external_id	text	Unique identifier from your external system (e.g., ERP, CRM). Used for linking data across systems.	FALSE
name	text	Human-readable name of the area or origin	TRUE
description	text	Optional text describing the origin	FALSE
country_code	text (max 2 characters)	ISO 3166-1 alpha-2 code (e.g., NL, FR, US)	TRUE
coordinates	text (GeoJSON format)	Array of coordinates in [longitude, latitude] order; can represent a point or polygon boundary.	TRUE