Parts: Preparing your parts list and supplier prices

This guide outlines how to prepare CSV files for importing parts lists and supplier prices into Commusoft. The parts list is the base, but if you have supplier-specific prices and product codes, you can upload those separately. Proper file preparation is crucial for successfully importing or updating records.

Key Points to Note:

File Format: The file must be in CSV format (.CSV, also known as comma-separated values).
Row Limit: Each file can contain up to 5000 rows. If your file exceeds this, split it into multiple CSV files.
One File at a Time: Only upload one file at a time and wait for the success notification before uploading another, to avoid performance issues.
Import Time: Imports may take anywhere from a few minutes to several hours. You’ll receive a notification if the import is successful or fails.
Checking Data: After a successful import, check your data under System settings > Parts and prices.
Failed Import: If an import fails, the notification will include an Excel sheet with errors and reasons. Resolve these errors and re-import.
Avoid Blank Rows: Ensure no blank rows are present in the file.
No Commas Allowed: Do not use commas ( , ) in the file. Tip: Use Ctrl+H to find and replace all commas with blanks.
Column Order: The order of column headings doesn’t matter, but it’s recommended to follow the list below.
Column Names: While column names can differ, it’s recommended to match them to the system’s input types for automatic mapping.
Mandatory Fields: Certain input types are mandatory for the import to work.
Responsibility: Commusoft is not responsible for the quality or content of the import files.

Important Considerations for Updating Parts Lists:

Matching Records: To update records (e.g., changing cost prices or markup), the values for 'Type,' 'Part name,' and 'Manufacturer part number' must match exactly with the existing records in Commusoft. Other fields can be updated upon import.
Preventing Duplicates: To avoid creating duplicate records, always download your parts list from Commusoft before making updates.
Manual Updates for Names: If you need to change 'Part name' or 'Manufacturer part number,' this must be done manually in System settings > Parts and prices > Edit.

Important for Importing Supplier Prices:

Upload Parts List First: The parts list must be uploaded before uploading supplier-specific prices.

Important for Updating Supplier Prices:

Historical Backup: Before updating supplier prices in bulk, it’s recommended to download your current supplier-specific prices for historical reference.

Parts list
Input Type	Purpose	Mandatory	Additional requirements	Example
Industry	Name of the industry this part belongs to serving as a filter for the import Viewable on the stock details page	No	Input must be in System setting > Industries before upload Must match existing industry exactly	Gas
Category	Name of the category this part belongs to serving as a filter for the import Use a filter within System settings > Parts and prices only if subcategories are assigned to it Viewable on the stock details page	No	Input must be in System setting > Categories before upload Must match existing category exactly	Valves
Sub category	Name of the subcategory that belongs to the category this part belongs to serving as a filter for the import Use a filter within System settings > Parts and prices Viewable on the stock details page	No, but Yes if Category is used	Input must be in System setting > Subcategories before upload Must match existing subcategory exactly	Control Valves
Type	Simply a system requirement	Yes	Must be set to Part for all rows Must match the word Part exactly	Part
Part name	Unique name/description of the part which can be set as per the business needs in searching, identifying and creating purchase orders for suppliers	Yes	Should be unique Must not contain spaces/returns before and after the name Must not contain the comma symbol ( , ) Parts are identified as unique based on the Part name & Manufacture part number combined. E.g. below are all considered unique Part name = Copper pipe 22mm & Manufacture part number = 123456/S Part name = Copper pipe 22mm & Manufacture part number = 123456/C Part name = Copper pipe 22mm & Manufacture part number = left blank/no input Part name = Copper pipe & Manufacture part number = 123456/S	Honeywell V4043H 1056 2 Port Zone Valve Normally Closed 22mm
Manufacture part number	Unique number that is issued by manufacturers to identify individual part Normally, the MPN of a product is a series of numbers and letters. This is not the supplier product code/product number/item code/SKU	No	Should be unique Must not contain spaces/returns before and after the name Must not contain the comma symbol ( , ) Parts are identified as unique based on the Part name & Manufacture part number combined. Example as above.	V4043H
Install time unit	The units used to record the time it will take to install a part	No	Must set as hours or days or mins	mins
Default install time	The time it takes to install this individual part	No	Must be a number and can be with up to 2 decimal places Cannot contain any symbols or spaces/returns	12.45
Cost	This is the base purchase cost of the part within the system. This can be cost paid to purchase across all suppliers or highest price cost to purchase Supplier specific prices can be additionally configured but the system does require a base cost	Yes	Must be a number and can be with up to 4 decimal places Cannot contain any symbols or spaces/returns Exclusive VAT	44.9333
Mark up	The percentage value added to the cost price to cover overheads and profit. The markup will apply to the base cost or supplier price depending on which price was applied when used	Yes	Must be a whole number only Cannot contain any symbols or spaces/returns	20
Tax	The tax to be applied when this part is purchased and sold	Yes	Must be a whole number only Must already be available in the VAT dropdown in invoicing Cannot contain any symbols or spaces/returns	20
Labour cost rate	Record labour cost associated with using/installing a part	No	Must be a number and can be with up to 4 decimal places Cannot contain any symbols or spaces/returns	16
Labour sale rate	Record labour cost associated with using/installing a part	No	Must be a number and can be with up to 4 decimal places Cannot contain any symbols or spaces/returns	60

Supplier prices
Input Type	Purpose	Mandatory	Additional requirements	Example
Part name	Unique name/description of the part which can be set as per the business needs in searching, identifying and creating purchase orders for suppliers	Yes	Must upload part list before uploading supplier prices Must match Part name & Manufacture part number combined	Honeywell V4043H 1056 2 Port Zone Valve Normally Closed 22mm
Manufacture part number	Unique number that is issued by manufacturers to identify individual parts. Normally, the MPN of a product is a series of numbers and letters. This is not the supplier product code/product number/item code/SKU	No, but Yes if used on the parts list	Must upload part list before uploading supplier prices Must match Part name & Manufacture part number combined	V4043H
Supplier product code	Unique number that is issued by the supplier know as the product code/product number/item code/SKU. This is not the manufacturer part number	No	Must be unique to the supplier Must not contain spaces/returns before and after the product code	42784
Tax	The tax to be applied when this part is purchased and sold	No	Must be a whole number only Must already be available in the VAT dropdown in invoicing Cannot contain any symbols or spaces/returns	20
Price	The supplier specific price which is additionally configured per supplier but the system does require a base cost	Yes	Must be a number and can be with up to 4 decimal places Cannot contain any symbols or spaces/returns Exclusive VAT	44.9333

Related guides:

Parts

Parts: Import your parts list

Parts: Add/update supplier prices

Parts: Download your supplier prices as a CSV (spreadsheet)