Excel Mode
Import an Excel file with hundreds of items, configure the connection between columns and Odoo fields once, then scan the product barcodes: the app automatically updates or creates each product card with AI-generated descriptions and complete progress tracking.
Overview
Excel Mode is SiltaFlow's solution for managing large catalogs where you already have an Excel file with product data. Instead of entering information one by one, you upload the file directly from the app, configure an import profile once, then scan the product barcodes: the app automatically finds the matching row in the file, enriches the information with AI and writes it to Odoo.
Each work session is tracked row by row: you can pause it at any time and resume the next day without losing the progress already completed. The profiles you configure are reusable: next week, with a new price list from the same supplier, one tap is enough to start again.
To use Excel Mode you must have already configured the connection to the Odoo server. Check the Connection and Authentication guide if you haven't done so yet.
Upload the Excel File
When you create a new profile, at the third step you are asked to select the Excel file to use as a data source. Tap the "Select File" button to open the device's file manager: you can browse internal storage, SD cards or cloud storage services like Google Drive or Dropbox.
After selection, the app shows a preview with the first rows of the file, so you can immediately verify that the data is correct. If the file has multiple sheets, a selector lets you choose which one to use before proceeding.
- Supported format — Only XLSX files (Excel 2007 and later). Old .xls and .csv files are not supported.
- Header row — You can indicate which row contains the column names: row 1 (most common), row 2 (if row 1 is occupied by a logo or title) or any other row. Previous rows are automatically ignored.
- Large files — Files with thousands of rows are loaded in the background with a progress bar. The interface remains responsive during loading.
- Data preview — The app displays up to 100 preview rows to allow visual verification before configuring column mapping.
In Excel files, barcodes starting with zero (e.g. "0123456789") must be formatted as text, otherwise Excel might truncate the leading zero by converting them to numbers. Check this before creating the profile.
Reusable Profiles
A profile contains all the settings needed for an import type: the Excel file to use, the connection between the file columns and Odoo fields, AI settings and operating mode. Once saved, you can reuse it every time you receive a new price list from the same supplier.
Create a new profile
From the Excel Mode main screen, tap "New Profile". Creation happens in four guided steps:
- Basic information — Give the profile a name (e.g. "Autumn Clothing 2025 — Supplier X") and choose the operating mode: Update (for items already on Odoo) or Create (for new items to insert).
- AI Settings — Choose the instruction model to use for automatic description generation. You can also enable "Skip AI description" if the Excel file already contains final texts and you don't want AI to rewrite them.
- Excel File — Select the file, choose the sheet and indicate the header row. The immediate preview lets you confirm the data is correct.
- Column mapping — Associate each column in the Excel file with a field on Odoo. You can also set fixed values (same for all products in the session) and configure tax code mapping and supplier and packaging information.
Manage existing profiles
From the main screen you can see all saved profiles with name, associated file and date of last session. Tap a profile to start it; the context menu offers actions: Edit, Duplicate, Rename and Delete.
- Duplicate — Useful when you have two suppliers with similarly structured Excel files: duplicate the first supplier's profile and modify only the different parts (e.g. the VAT rate table).
- Update file only — If the supplier sends an Excel with the same format but updated data each month, you can replace only the source file in the profile without touching column mapping.
Column and Odoo Field Mapping
The connection between Excel file columns and Odoo fields is the heart of profile configuration. The app automatically loads the complete list of available fields on your Odoo, including custom ones specific to your installation.
For each field you want to populate you can choose between two sources:
- From Excel column — The value is read from the corresponding cell in the scanned product's row.
- Fixed value — Enter text or a number that will be applied the same to all products in the session, regardless of the file. Useful for example to assign the same category or manager to an entire batch.
Supported field types
| Field type | Examples | Notes |
|---|---|---|
| Text | Name, description, notes | Value inserted as-is |
| Number | Price, weight, quantity | Supports decimals with comma or period |
| Formatted text | Commercial description, technical sheet | Ideal as input for AI generation |
| Link | Category, unit of measure, manager | App automatically suggests the closest option among those available on Odoo |
| Selection | Product type, tax category | Choose from options available on Odoo |
Tax code mapping
If the Excel file contains VAT rates as text (e.g. "22%", "Reduced VAT", "Exempt"), you can create a correspondence table in the profile: the app automatically translates each text label to the corresponding rate on Odoo during scanning. This way you don't need to know Odoo's internal technical codes.
Supplier information
If the Excel file includes supplier data (supplier article code, purchase price, minimum order quantity, delivery times), you can map these columns to Odoo's supplier information. The app automatically searches for the supplier in the system based on the name or code indicated in the file.
Multiple packaging
If the Excel file describes multiple packaging types for the same product (e.g. single pack, case of 6, pallet of 48), you can configure mapping for each. For each package you can link name, quantity per package and barcode. At upload time, all packages are created on Odoo in one operation.
Operating Modes
Excel Mode offers two operating modes that you choose when creating the profile. The choice depends on a single question: do the items you're processing already exist on Odoo or not?
Update Mode
Use this mode when items are already in the Odoo catalog and you want to update their information: prices, descriptions, categories, suppliers. When you scan a barcode, the app searches for the product on Odoo, finds the matching row in the Excel file and updates the fields configured in the profile. If the product is not found on Odoo, the scan is flagged as an error without interrupting the work.
Create Mode
Use this mode to insert new items in the Odoo catalog. When you scan a barcode, the app first verifies that the product doesn't already exist on Odoo: if it finds it, it flags the error to avoid duplicates. If the product doesn't exist yet, it retrieves the data from the Excel file and creates the new product card with all configured fields and AI-generated description.
| Behavior | Update | Create |
|---|---|---|
| Product found on Odoo | Proceeds and updates fields | Error: product already exists |
| Product not found on Odoo | Error: product not found | Creates a new item |
| Accidental duplicates | Impossible — overwrites the existing record | Prevented by preliminary check |
| Typical use | Price list updates, card enrichment | New item insertion, supplier onboarding |
Before using Create Mode in production, always test on a test Odoo environment with a small subset of items (5-10 products). Item creation has no automatic undo on Odoo.
The Scanning Session
Once you start the profile, the scanning session begins. Each product always follows the same path: you scan the barcode, the app finds the row in the Excel file, processes the data and uploads it to Odoo. The progress bar shows how many products have been completed out of the total rows in the file.
Scanning methods
You can enter barcodes in three different ways, and the preference is remembered for each profile:
- Camera — Frame the barcode with the device's camera. Compatible with all common formats: EAN-13, EAN-8, UPC, Code 128, QR Code.
- Hardware scanner — Connect a Bluetooth or USB scanner (including Zebra devices with DataWedge). The app recognizes it automatically without additional configuration.
- Manual entry — Type the barcode from the keyboard. Useful for products with damaged or unreadable codes.
For sessions with more than 100 products, a Bluetooth hardware scanner is much more comfortable and faster than the camera. The app requires no additional configuration if the device is already paired.
Progress states
Each row in the Excel file is tracked with a specific state, visible on the session screen:
| State | Meaning |
|---|---|
| Uploaded | Product processed and correctly saved on Odoo |
| Processing | App is generating AI description or uploading data |
| Generated | AI description ready, awaiting upload to Odoo |
| Pending | Row found in file, data ready, queued for upload |
| Skipped | Barcode not found in Excel file |
| Error | Problem during upload — detail visible by tapping the row |
Pause and resume
You can pause the session at any time: progress is automatically saved after each completed product. When you restart the profile, the app offers to resume from where you left off. Already uploaded products are not reprocessed.
AI Description Generation
During scanning, the app can automatically generate a commercial description for each product using artificial intelligence. The description is created from data in the Excel file (name, category, technical specs) and from the instruction model selected in the profile.
You can choose from different description styles by creating custom instruction models in settings: commercial, technical, brief, e-commerce, for a specific language etc. In Excel Mode the "Skip AI if text already in file" option is also available: when enabled, AI generates the description only for products that don't already have text in the corresponding Excel field.
AI description generation consumes credits from the selected service. Costs depend on the model and length of texts. For sessions with many products, consider a cost-effective but effective model as the default setting.
Product Photos
In Excel Mode too you can take photos of products during the scanning session. After scanning a barcode and while the app processes the file data, you can tap "Take Photo" to capture one or more images of the physical product.
The app offers the same photo functions as Online Mode: automatic background removal, subject centering, background color choice and watermark text application. You can configure in the profile whether the photo is required before proceeding with upload.
- Background removal — Take the photo on any surface and remove the background with one tap to get professional images on white, black, gray or transparent background.
- Multiple angles — You can take multiple photos in sequence for the same product. All are uploaded as product images on Odoo.
- Required photo — If you enable this option in the profile, the upload button remains locked until at least one photo is taken. Useful to ensure every new item always has an image.
Use Cases
Excel Mode adapts to very different scenarios. Here are some concrete examples of who uses it every day.
Procurement Manager — New Supplier Onboarding
Maria manages purchasing for a hardware chain. Every time she signs an agreement with a new supplier she receives an Excel file with 200-500 product codes. With Create Mode, she configures a profile once and then goes to the warehouse with the app. She scans each physical product: if the code is in the file and not yet on Odoo, the item is automatically created with AI-generated description. In two hours the catalog is updated and ready for sale.
Warehouse Operator — Seasonal Price Update
Giuseppe works in a textile wholesale warehouse. Each season he receives a new XLSX price list. With Update Mode and the "Seasonal Price List" profile, he scans incoming pallets: the app updates the selling price on Odoo and, if the existing description is outdated, generates a new one. The VAT rate table automatically resolves correspondences without Giuseppe needing to know Odoo's internal codes.
E-commerce Manager — Quick New Product Launch
Simone manages an online shop and launches new products every week. He prepares an Excel with basic data, uses the "Weekly Launch" profile, scans the products in the stockroom. AI generates optimized descriptions, photos are taken with background removed. In one hour, 20-30 new products are online with images and commercial texts.
Product Manager — Enrich Existing Catalog
Laura manages a spare parts catalog: 3,000 items with nearly empty cards. She prepared an Excel with technical descriptions and specs. With Update Mode and "Skip AI if text already in file" option, she enriches the cards with her technical team's texts without AI overwriting them, using AI only where descriptions are still missing.
Tips
Prepare the Excel file before creating the profile. Make sure it has clear headers in the first row, no blank rows in the middle and barcodes formatted as text.
Use fixed values for information common to all products in the session (category, manager, type). Don't waste Excel columns on data that never changes.
If you have two suppliers with similarly structured Excel files, duplicate the first supplier's profile and modify only the different parts. You'll save all the column mapping configuration work.
At end of session, check items with "Error" state: they often signal inconsistencies in the Excel file (wrong barcodes, missing rows) that are worth correcting before the next session.
Create AI instruction models specific to your product sector: fashion, food, electronics, industrial spare parts. A model with detailed instructions produces much higher quality descriptions than a generic model.
Requirements
To use SiltaFlow's Excel Mode you need:
- An Odoo account with access credentials (server address, database, user and password) and write permissions on the product catalog
- A file in XLSX format (Excel 2007 or later) with product data
- Active internet connection when uploading to Odoo (file reading and AI generation work offline too)
- For AI generation: an API key from one of the supported services (OpenAI, Google, Anthropic or OpenRouter)
- Android device with version 10 or later
- Odoo version 14 or later