Uploading items to a supplier order from Excel
The universal import uploads products from Excel into a supplier order. In the document, click "Import", on the "Settings" tab select what to search products by (SKU, barcode and so on) and where to take prices from, and on the "File" tab map the columns to the "Product", "Quantity" and "Price" fields.
When to use the Excel import
The Excel import is needed when you have to add many items to a supplier order: a price list or request from the supplier, a demand file from purchase planning, a request from the sales department. Bimp finds the product cards and fills in prices itself, so manual entry is not needed.
Typical situations:
- A request by SKU. The manager uploads an Excel file with SKUs (for example, ART-001), and the system finds all items.
- Prices from your price list. The supplier specified 100 UAH in the file, but the “Standard price list” has 120 UAH. If this price list is selected, 120 UAH goes into the order.
- Specific identifiers. For chemical products, you set up search by CAS number, even when the supplier’s names differ.
- New items. A product that is not in Bimp goes in as a row without a name, and you create its card right from the document.
How to upload the file
You start the import in an open supplier order.
- In the “Supplier order” document, on the “Products, services” tab, click Import.
- In the window, go to the “Settings” tab.
- Tick the identifiers to search for the product by: SKU, barcode and others.
- Select the source of prices:
- to take prices from the database, select the supplier’s price list;
- to upload prices from the file, leave the field empty.
- Go to the “File” tab and select the Excel file.
- Specify which file column corresponds to the “Product”, “Quantity” and “Price” fields.
- Check the data and confirm the import.
If the database has several cards for one SKU, Bimp takes the one created earlier. This helps avoid mixing up duplicate products, but it is better to remove duplicates from the directory.
What to keep in mind
- The “Import” button is also available in the customer order form and other documents; this description applies to the supplier order.
- You can pull the supplier’s product name from supplier products.
- General rules for importing from Excel: What you can import into Bimp.
FAQ
How does Bimp find a product in the file?
By the identifiers you tick on the "Settings" tab: SKU, barcode and others, such as a CAS number. If several cards are found for one value, the one created earlier is used.
Which prices end up in the order: from the file or from the price list?
If a supplier price list is selected on the "Settings" tab, prices are taken from it and the prices from the file are ignored. If the price list field is empty, the prices from the file are used.
What happens to a product that is not in Bimp?
The import does not stop: a row with the quantity and price is created, but without a name. You can create a new product card right from the document.
Does Bimp remember the column mapping?
No. You specify the column mapping each time, because files from different suppliers have different structures.
More about this in Bimp: Procurement in Bimp