Import a Supplier's Price List

A price book holds what you buy and sell and at what price. Importing a supplier's price list adds their items to a book and brings the costs of items already in it up to date. Only admins can change a price book.

Import the File

1. Go to Sales & Money → Pricebooks and choose the book the prices belong in. If you have none yet, choose New Book first.
2. Choose Import Prices. Under Whose Price List Is This?, pick the supplier, so their codes are kept as their product codes, their price files can update these costs later, and a purchase order to them searches this list for its lines. It starts on the book's own supplier, or the supplier the book is named after.
3. Choose the file. CSV, Excel and JSON files work, and the columns are matched for you.
4. Check the preview. It says how many new items are ready and which rows are skipped, such as a row with no item name or a code that appears twice in the file.
5. If some items are already in the book, choose what happens to them: Skip Them, Merge, Filling Blanks Only or Replace Their Details.
6. Choose the Import button, which says how many items it will add and update. Nothing is saved before this.

How the Prices Are Worked Out

• Items already in the book are found by item code, supplier SKU or name, so importing the same supplier's list again updates their costs rather than adding them twice.
• A new item keeps the sell price the file gives it. With only a cost, it's priced at the book's Default Markup %, or sells at cost if the book has none. Edit Book sets the default markup.
• With Replace Their Details, an existing item whose cost has moved keeps its sell price when the file gives none, and the change waits under Changes Waiting at the top of the book.
• Under Changes Waiting, choose Accept to reprice an item by its own markup or margin at the new cost, or the Keep button beside it to keep its sell price. The button at the foot of the list accepts every change at once.

For an across-the-board increase with no new list, Supplier Cost Change on the open book moves a supplier's costs by a percentage.

How the Lines Are Tidied

A supplier's file usually names its items in capitals, with the unit and the pack size written into the name. Every line is tidied as it comes in, and nothing about its price changes.

• Names read in ordinary case, with runs of spaces closed up and the supplier's shorthand spelled out: "COMP R404A HMBP" becomes "Compressor R404A HMBP". A name already in ordinary case keeps its case.
• A pack in the name moves into the unit: "CUSH A CLAMP 1/4 10 PACK" becomes "Cush a Clamp 1/4 (Pack of 10)", sold per pack of 10. The price is the pack's, as the supplier gave it. The item's Pack Of shows the count.
• Each item goes in the parts group for what it is, not for words in it: a compressor that names its refrigerant is under Compressors & Parts, not Refrigerant & Gases.
• The supplier's own words are kept on each item and shown under its name. Searching for them still finds it, and importing their file again matches it.

Tidy a Book You Already Have

A book imported before lines were tidied can be tidied in one go.

1. Open the book and choose Tidy This Book.
2. Untick anything you don't want: Tidy the Names, Units and Packs, Sort Into Groups and Categories, and linking the codes to the supplier you choose. The dialog shows how a sample of names will read and where the items move.
3. Choose the Tidy button. A long book is saved 500 items at a time.

A name someone typed over, a unit someone picked, a group someone chose and a custom category all stay as they are. Tidying a book twice changes nothing the second time, so if a big tidy stops part way, run it again to finish.

Teach It a Supplier's Way Once

Each supplier can have its own sorting rules, used before the built-in ones every time their price list comes in and every time a book is tidied.

• Move an item: open it, change its Parts Group, and leave the box under it ticked to sort that supplier's other items the same way. The box shows the words their names share, which you can change, and how many more items move now. Their next price list is sorted the same way.
• Map their categories: if their price list has a category column, open the supplier from Sales & Money → Suppliers, and in How We Trade, choose Change beside Sorting. Under Their Categories, give a category a parts group and all its items go there, whatever their names say.
• The same dialog lists what was learned under Learned From Corrections, with who added each rule. Remove one there; the items it sorted go back to what their names say.

Rules about words in a name come before a category mapping, and a rule naming more words comes before one naming fewer.

Let the Supplier Send Their Prices

A supplier can email their price file to an address Deployr makes for them, instead of you importing it by hand.

1. Open the supplier from Sales & Money → Suppliers. In How We Trade, choose Create Their Price Address.
2. Copy the address and give it to the supplier. The steps under it say what they need to set up.
3. Each file they send lands on Suppliers under Prices, in Price Files. Choose Read It to bring it in.

Reading a file updates the costs of the items in your price books that carry that supplier's code, and reprices each by its own markup or margin. A change that needs a person, such as a big jump or an item matched by a guess, is listed with a choice instead. Choose Save These Choices once you've been through them.