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Importing Supplier Price List Items

Contents:

Importing

Formatting

Tips, Tricks & Troubleshooting

 

Supporting Documents:

Price List Import Template File
Price List Sample File (use as a guide only)  


Importing

To import a supplier price list, click on Settings > Price List.


Click on Import/Export > Import Price List File

 

Enter the Supplier name and select OK.  

Price_List_Import_-_2.png 

If you need to create a new supplier, click the + icon.

Note: If you’re creating a new supplier, the only mandatory field is the Supplier Name. The rest of the fields can be left blank or as default. These can be updated at a later stage if required.

If the Price List File you are importing is one you have created specific to your business, then the Supplier Name could be any fictitious name, e.g. Your Company Name.


Click on Choose CSV File.

 

Use the file browser to find the CSV (Comma Separated Values) File you want to import.

If your file excludes column headers, please untick My CSV has a header row.

NoteTradify will open the CSV file, examine its contents and try to determine which columns contain the data that is required.
 
Any remaining columns are either not required or can't be matched automatically. In this instance, you can manually allocate the unmatched column to the relevant field in Tradify by dragging the field into the middle column.

 

When you’re happy the required columns have been matched correctly, click on "Import Price List File". 

 

Note: Tradify will start uploading your Price List file. Depending on the file size, it may take several minutes to import, so please be patient for files containing more than 30,000 items. Once the file has been imported, Tradify will show a 'saved' banner in the top right hand corner for a short duration and the loading symbol will disappear.  Once the file has been imported, you’ll be able to use the supplier price file in Tradify.

 

 


Formatting

Tradify requires a CSV format file (Comma Separated Values). It can also be .txt, however, it must still be compiled in a comma-separated value format when it was generated by your supplier.

Not all columns need to be populated either. Only the Item Code, Description and Buy Price are mandatory. If you’re unsure at all, please use the table below as a reference. 

Field

Description

Is Mandatory?

Rules

Item Code

Used as the unique identifier for the item in Tradify. May also be known as Product Code, SKU, PKU.

  • Limited to 100 characters
  • Can only be used once for each supplier

Description

Used to describe the item.

  • Limited to 200 characters

Unit of Measure

Used to describe the unit quantity (i.e - Each, Meter, Sq, etc).

  • The unit of measure name is limited to 5 characters

Buy Price

The cost for which you purchase the item for.

  • Must not contain the $ symbol

Category

Used to group similar items.

  • Categories must be created within the platform first
  • The category name is limited to 200 characters

Sales Tax Rate

Default sales tax rate for the item.

  • Requires tax rate name, not tax rate %

Sales Account Code

Used to map items to your respective accounting package.

  • Only input numbers, do not input the account code name/description
  • QBO has option to have or not

Purchase Tax Rate

Default purchase tax rate for the item.

  • Requires tax rate name, not tax rate %

Purchase Account Code

Used to map items to their respective account codes in the accounting package.

  • Only input numbers, do not input the account code name/description

Includes Tax

Set item to Tax Inclusive or Tax Exclusive.

  • Defaults to your tax settings
  • Input yes to set to Inclusive
  • Input no to set to Exclusive

Archived

Used to archive items which are not to be used or seen.

  • Disabled by default
  • Input yes to enabled

Standard

Represents the item sell price.

  • Leave blank if you want the system to auto calculate the sell price (based off the buy price + pricing level mark-up)
  • Enter retail price if you want to override mark-up and use your own pricing
  • Must be one or the other, cannot be both
  • Must not contain the $ symbol

Additional pricing levels

If you have additional pricing levels they will be listed as a column similar to "standard" above.

  • Leave blank if you want the system to auto calculate the sell price (based off the buy price + pricing level mark-up)
  • Enter retail price if you want to override mark-up and use your own pricing
  • Must be one or the other, cannot be both
  • Must not contain the $ symbol

 

 


Tips, Tricks & Troubleshooting

If you experience any problems importing a supplier Price List File, please check the following.

Note: to open the file, you’ll need to use an application which is compatible with CSV files (i.e - Excel, Google Sheets, Open Office).

 

  1. There is no limited to the amount of items you can import. That being said, we recommend keeping your item list to a manageable level. If your item list exceeds 100,000, you may slower than average response times when searching for items.
  2. Ensure that every line item has an Item Code, Description, and a Buy Price. These three fields are mandatory and without them, the system won’t be able to import the file.
  3. If you want Tradify to auto-calculate the retail price (based off the pricing level mark-up), please ensure that you leave the pricing level columns off the import altogether (standard is the default pricing level).
  4. Account codes only require the account number, not the name. Example - 200  Sales should be input as 200.
  5. If you're integrated with QuickBooks, please leave account codes off the import.
  6. Check to make sure there are no missing or blank rows (common issue on larger files).
  7. Certain characters can cause issues if they’re used in specific ways. For this reason, we recommend removing the following characters/symbols:
    1. $   (dollar symbol)
    2.   (quotation symbol)
    3. -   (En dash symbol)
    4.   (Em dash symbol)
  1. If you’re using column headers, please ensure that there are no duplicates. i.e. you can't have two columns with the same header.
  2. File size must be no larger than 20mb
  3. Check to ensure that Item Codes are not duplicated. A quick way to check this in Excel is to select the Item Code Column rows (excluding the header) and click on the Home tab > Conditional Formatting > Highlight Cell Rule > Duplicate Values, as shown below.

 

Simply remove the duplicate items or change the Item Code on the duplicate row to make it unique.

 

If you have performed all these checks and are still encountering an error when importing a Supplier's Price List File, then please contact support by sending details of the error and the file you are trying to import to support@tradifyhq.com.

 

 

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