Parts: Preparing your parts list and vendor prices

Purpose: Preparing CSV import files for both parts list and vendor prices to meet the requirements for Commusoft. The parts list is the main base list but if you have prices and product codes specific for each vendor you can further upload a vendor specific list. The files must be prepared correctly for when you are uploading new or updating existing records.

Please Note:

  • File type must be CSV format file (.CSV known as comma separated values)
  • Imports are limited to 5000 rows. If the file is larger than this, please split it into different CSV files
  • Import 1 file at any one time and wait for a successfully imported notification. If not this will lead to degraded system performance
  • The import may take a few minutes to a few hours depending on the size of the file. You will receive a notification if the file has failed or successfully imported
  • If an import is a successful import please check your data within System settings > Parts and prices
  • If an import fails, the notification will include an excel sheet which contains the errors/reasons it failed. Once the errors are resolved you can re-import
  • Ensure your 'Tax Component' and 'Tax Description' are set up correctly.
  • Must not have blank rows
  • Must not contain the comma symbol ( , ) Tip: use Ctrl+H to find all, and replace with a blank
  • Order of column heading is not important but is recommended to be as per the below list
  • Name of the column heading can be different but is recommended to be as per the below list of input types. When importing each column in the file must be correctly matched to the input type in Commusoft. The system will auto-match if the column heading is the same as the input type
  • Mandatory input types are required as a minimum
  • Commusoft will not take any responsibility for the content and quality of any import files

Important for updating parts list:

  • If the file upload is to update records e.g. changes to cost prices, changes to mark up, the inputs types for 'Type', 'Part name' and 'Manufacture part number' all must remain identical to the existing record in Commusoft. All other input types will update on upload. It is recommended to always download from Commusoft to avoid creating duplicates
  • If the input types 'Part name' and 'Manufacture part number' need to be updated this must be done manually from System settings > Parts and prices > Edit

Important for importing vendor price:

  • The parts list must be uploaded before the vendor prices are uploaded

Important for updating vendor price:

  • We recommend taking a download of your vendor-specific prices for historical purposes before updating en masse
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 vendors
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 vendor 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 vendors or highest price cost to purchase
  • Vendor 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
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 vendor 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
  • Input must be in System settings > Add tax descriptions before upload Must match the existing tax description exactly
Sales Tax
Labour cost rate
  • Record labor 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 labor 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

 

Vendor 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 vendors
Yes
  • Must upload part list before uploading vendor 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 vendor product code/product number/item code/SKU
No, but Yes if used on the parts list
  • Must upload part list before uploading vendor prices
  • Must match Part name & Manufacture part number combined
V4043H
Supplier product code
  • Unique number that is issued by the vendor know as the product code/product number/item code/SKU. This is not the manufacturer part number
No
  • Must be unique to the vendor
  • 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
  • Input must be in System settings > Add tax descriptions before upload Must match existing tax description exactly
Sales Tax
Price
  • The vendor specific price which is additionally configured per vendor 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
44.9333

Related guides:

Parts

Parts: Import your parts list

Parts: Add/update supplier prices

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