About CSV Files– Format, Structure, and Best Practices

1. What Is a CSV File?

A CSV (Comma-Separated Values) file is a simple text format used to store tabular data.
Each line represents a row, and each value is separated by a comma.

CSV files are universal:

  • readable by any spreadsheet software
  • compatible with WMS/ERP systems
  • easy to import, export, and process
  • small in size and extremely efficient

This makes CSV the ideal format for warehouse master data.

2. Why CSV Is Used in Warehouse Operations

CSV files are widely used for:

  • product master data
  • supplier lists
  • location codes
  • inventory logs
  • purchase order imports
  • system-to-system data exchange

For SMEs, CSV provides structure without requiring expensive software.

3. Standard CSV Rules Used on This Website

All web-apps on this site generate CSV files using:

  • comma as separator ( , )
  • UTF-8 encoding
  • clean headers, no special characters
  • no merged cells
  • no empty columns
  • values stored as plain text

These standards ensure maximum compatibility with any WMS, ERP, or spreadsheet tool.

4. Example of a Simple CSV File

Product_Code,Product_Name,UOM,Weight
A100,Blue Chair,PC,5.20
A200,Office Desk,PC,22.00
A300,Wooden Shelf,SET,18.50

This structure is easy to read and error-free.

5. Common Problems and How to Avoid Them

1. Wrong separator (“;” instead of “,”)
→ Make sure your software exports using comma.

2. Encoding errors
→ Always save as UTF-8.

3. Hidden spaces
→ Remove trailing spaces in product names and codes.

4. Incorrect number formatting
→ Dimensions should use dot “.” for decimals, not comma “,”.

5. Missing headers
→ Headers must match the expected structure for imports.

6. How CSV Files Are Used Together with the Web-Apps

Typical workflow:

  1. Create product or supplier data
  2. Export CSV
  3. Merge multiple CSV files if needed
  4. Import the unified file into your WMS/ERP
  5. Keep the CSV as backup master data

CSV is the backbone of the entire mini-ecosystem of tools.

7. FAQ

Can a CSV file contain thousands of rows?
Yes — CSV handles large datasets easily.

Do I need special software?
No, even Notepad or LibreOffice can open CSV.

Can a CSV file break a WMS import?
Yes — if separators, encoding, or headers are incorrect.

Why not use Excel instead?
Excel adds metadata, formats, and sometimes hidden characters that cause errors. CSV is clean.

8. Recommended Internal Links

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