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Last Updated: August 04 2020
You can also import supplier-specific catalogues that have been especially formatted for simPRO. Contact your local branch or log in to a supplier's website to see if they have a supplier-specific catalogue.
There are three types of imports you can perform with a generic catalogue:
Imports all items from the new price file in the groups and subgroups defined in the file. Select when performing an initial import.
Update and Create New Part
Compares the part numbers of items from the new price file with those in the existing catalogue. If a part number in the new price file is not found in the catalogue, a new item entry is created in the catalogue in a group and subgroup defined by the new price file.
If you are updating your catalogue with your default supplier, trade prices are also updated. This option is useful if you wish to build up your catalogue to include all products from additional suppliers.
Compares the part numbers of items from the price file with those in the existing catalogue but ignores additional items in the new price file. If you are updating your catalogue with your default supplier, trade prices are also updated.
If you are updating your catalogue using the Update and Create New Part or Update Only options and matching part numbers are found between the catalogue and the new price file, the import merges those items into one catalogue item with multiple suppliers. This is useful for comparing prices between different suppliers when raising a purchase order.
You may wish to test the import process with one or two catalogue items before importing an entire file.
US only: If you use simPRO in the United States, the term 'vendor' is used instead of 'supplier'.
Create a catalogue import file: Australia and New Zealand
Create a catalogue import file: United Kingdom
Create a catalogue import file: United States
To prepare to import a generic catalogue into simPRO:
- Download, add data to and edit the Catalogue Import Template for:
- Alternatively, you can create your own import list and leave out any fields that do not apply to your suppliers.
- Save the price file in your system as an editable spreadsheet or text file. Compatible file types include CSV (.csv) or text (.txt), and can be imported while stored in a ZIP (.zip) file.
- Ensure data is separated by visible column headings marking fields for importing. Field requirements for importing into simPRO are outlined below.
- Ensure information is accurate, up-to-date and spelled correctly.
- Remove any special characters (such as ? # $ % @ !) as these may not import correctly.
- If your supplier catalogue is saved in Microsoft Excel, you may need to apply Text formatting to the Part Numbers column in order to prevent part numbers with leading zeros from being truncated.
- Save your file again.
Some column headings in the Catalogue Import Template contain text in brackets. The text including the brackets must be replaced with the relevant information from your simPRO in order for the columns to map successfully. For example, Markup (Tier 1 Name) should be updated so that it reads “Markup” followed by the name of your first pricing tier.
Supplier part numbers must be unique for each item. Items with the same supplier part number results in all items being updated and may result in multiple parts having the same information.
simPRO can import many different types of fields of information to specify and arrange different catalogue items.
simPRO generic catalogues should contain at a minimum the following data fields:
- Subgroup 1
- Subgroup 2
- Subgroup 3
- Part Number
- Cost Price
- Trade Price
If the price file does not contain groups and subgroups, a new group is created automatically named after the date of import. It is recommended you create and insert your own groups and subgroups into the file so that the relevant items can be arranged and located efficiently in simPRO. If a Trade Price is not available in the price file, it is set to the same value as the Cost Price when imported.
You may need to adjust your price files according to the following field requirements:
- See Tax code field requirements for detailed information on importing tax codes against catalogue items.
- Certain fields only import if other related fields are specified. For example, a Sell Price cannot be imported without a Buy Price.
- Before importing price files containing tax codes for purchasing and / or selling, you need to ensure the relevant tax codes have been created in simPRO. If a tax code has been specified in the import but has not been created in simPRO, the import fails and an error message appears.
- Data fields specified in the import process that contain no data import as normal but are blank in simPRO.
- For fields that are represented by a check box in simPRO, such as Favourite and Inventory, enter 'TRUE' in the column to indicate that it should be selected and 'FALSE' to indicate that it should be cleared.
When importing tax codes against catalogue items, you need to specify them as either a Purchase Tax Code or Sales Tax Code. The result of the import depends on how you enter these tax codes:
|Tax code field in price file||Import result|
|Purchase Tax Code field is blank or contains the word 'Default'.||The tax code marked as Purchase Default in System Setup is applied and the catalogue item imports successfully. Learn more in How to Use Tax Codes.|
|Sales Tax Code field is blank or contains the word 'Default'.||The tax code marked as Purchase Default in System Setup is applied and the catalogue item imports successfully. Learn more inHow to Use Tax Codes.|
|Purchase Tax Code / Sales Tax Code field contains a tax code that exists in simPRO.||The catalogue item imports successfully with the applicable tax code applied.|
|Purchase Tax Code / Sales Tax Code field contains an tax code that does not exist in simPRO.||The catalogue item does not import successfully and an error message appears in the import log.|
Although a price file can import successfully with only the mandatory data fields as listed above, it is recommended to enter as much information as possible about your catalogue items to reduce manual data entry. Consult the Catalogue Import Template above to view which fields you can enter data into in your price files.
Import a catalogue: All countries
If you are performing an initial import, it is recommended to import the catalogue of your primary supplier, or alternatively, a major supplier with a well-structured catalogue.
To update the catalogue:
- Go to Utilities > Import > Catalogue > Generic.
- Under Select Supplier, search and select the required supplier from drop-down list as created / imported in simPRO.
- Select Set as Default Supplier if required.
- Under First Record Is, select:
- Header Record if the first row of the price file contains column titles
- Data Record if the first row of the price file contains specific item data.
- Under Import Options, select:
- Complete to import all items
- Update Only to update existing items with supplier part numbers and prices
- Update and Create New Part to update existing items with supplier part numbers and prices, and to add additional items.
- Click Browse, then locate and open the price file.
- Under Attached File, verify the name and size of the file.
- A green tick icon indicates the file has uploaded successfully.
- Click Next.
- Use the drop-down lists to match the import file columns with the fields available in simPRO.
- If you wish to leave a column out of the import entirely, select Ignore.
- You may wish to have the price file open at the same time to check the contents of the columns.
- Click Import.
When the price file has finished importing, the Import Catalogue Summary displays the number of Line Items Loaded, Catalogue Items Created and Catalogue Items Updated.
Go to Materials > Catalogue to check that your catalogue groups, subgroups and items have imported correctly.
Please ensure you only select Update or Update and Create New Part when updating the catalogue. If you select Complete when you are not performing an initial import, items may be duplicated in the catalogue.