How to Export/Import Your Product Data from Dutchie

Updated 1 day ago

This guide outlines the process for syncing your Dutchie product catalog with your POSaBIT inventory using AI-assisted reconciliation.

Overview: By exporting your current data from both Dutchie and POSaBIT, you can leverage AI tools (such as ChatGPT, Claude, or Gemini) to automatically map, clean, and format your product data. This streamlines updates to brand names, strain info, descriptions, imagery, and product types while ensuring standardized packaging and weight formatting.

High-level Steps:

1. Export Data: Download your current product listings from both the Dutchie Brand Portal and the POSaBIT Product Catalog.
2. Prepare Files: Download the existing POSaBIT Effects and Flavors reference files to ensure consistency.
3. Process with AI: Upload all four files to your chosen AI tool and apply a structured prompt to perform the reconciliation. The AI will normalize product names (stripping unnecessary suffixes), map categories, and standardize descriptions.
4. Review & Import: Verify the AI-generated output file for accuracy before uploading it back into the POSaBIT Product Catalog via the Import feature.

Step by Step Instructions:

1. Login to your Dutchie Brand Portal account.
2. Navigate to the Products tab from the main menu.
3. Select Filters --> Brands at the top of the catalog table, and 'Select All' brands.
   1. Ensure you are viewing 'Active Products' as well.
4. Click the grey download button in the top right of the page above the table of products.
5. Navigate to the Export history tab from the main menu.
6. Click the download button next to your export, on the right side of the row.
7. Login to your POSaBIT Product Catalog account.
8. Navigate to the Product Catalog from the main menu, then Products.
9. Export your products from POSaBIT (blue download button below filters on the left side of the page).
10. Open an AI tool of your choice (ChatGPT, Google Gemini, Claude, etc.).
    1. Upload or drag and drop the below files into your AI tool.
       1. Dutchie product file (upload 1st)
       2. POSaBIT product file (upload 2nd)
       3. POSaBIT effects file (download HERE)
       4. POSaBIT flavors file (download HERE)
    2. Insert a prompt into your AI tool to map your Dutchie products to POSaBIT's version of the product.
    3. Suggested AI prompt:
       1. For each row, take data from the first spreadsheet (Dutchie product file) and fill in missing data on the second spreadsheet (POSaBIT product file). Create a CSV. output file for me to review in the format of the second spreadsheet (POSaBIT product file).
       I have also included files for existing POSaBIT effects and flavors that can be referenced to help map those fields. Only a max of 3 effects and flavors should be listed on the output file.
       Strip suffixes from Product Name before matching: remove (DOH Compliant), - Flower, - BB's, - Shake, Live Resin Vape Cartridge, Distillate Vape Cartridge, - 1g Concentrate, Live Resin Concentrate, pack/weight patterns like 2x0.5g Pre-Rolls, and trailing words like Capsules, Suppository. Also strip minor cannabinoid qualifiers (+ CBN, + CBG, etc.) and treat w/ as +.
       Match on brand + cleaned strain name. Use _parsed_weight and _parsed_pack_size to pick the right variant when multiple POSaBIT rows share a strain.
       _source_subcategory matters: small-buds → look for "BB's" in POSaBIT name; infused → look for "Infused Pre-Rolls"; live-resin → check for "Live Resin" in POSaBIT name.
       Cross-category matching: Edible Solid and Edible Liquid can match each other. Search both categories when matching edibles.
       Product type correction (cross-category matches):
       If the vendor's _product_category differs from the POSaBIT row's product_type_name, correct product_type_name to match the vendor. Add product_type_name to updated_fields.
       Keyword confirmation: name contains Capsule/Capsules → Edible Solid; Tincture → Edible Liquid; Drink/Beverage/RTM → Edible Liquid.
       Fields to update: brand_name, strain_name, name, display_name, description, lineage (_lineage), cover_image_url, image_urls, terpenes, effects, flavors concentrate_type, pack_size (_parsed_pack_size), weight (_parsed_weight).
       Images: Always update cover_image_url when the vendor value starts with http — even if POSaBIT already has an image, and even after a cross-category match where product_type_name was corrected.
       Concentrate type: Infer from _source_subcategory first (e.g., live-resin → Live Resin, rso → RSO), then scan Product Name for keywords. Only set for Concentrate, BHO, or Cartridge products. If the final product_type_name is Flower, Preroll, Edible Solid, Edible Liquid, Topical, or Accessories — concentrate_type MUST be blank; clear it if the POSaBIT row had a value.
       Descriptions: If the description references a weight (e.g., "7g jar", "an eighth"), rewrite it to match the row's actual weight column. Translate vernacular weights (eighth=3.5g, quarter=7g, half=14g, ounce=28g).  
    Please adjust your prompt as needed. The above is only a suggestion that you can modify to fit your product data.
11. Review the results of the output file from your AI tool.
12. Adjust the prompt as needed and/or update the output file.
13. Navigate back to POSaBIT Product Catalog account to import your output file (click the orange import button below filters on the left side of the Products page in POSaBIT).
14. Select the file from the POSaBIT Import page (Browse CSV File).
15. Click Save.
    1. Your file will be imported and show the 'Status' as POSaBIT works to import the file.
    2. The status will turn to 'Complete' once it is done. Refresh the page to check on the current status.

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