User Manual

Import items from a CSV file

At Stock -> Items -> Import from CSV it is possible to upload all your items (articles, SKUs) into MRPeasy all at once. Together with the import of the articles, it is possible to define initial inventory levels and the cost per item, purchase terms, and update existing articles.

What is CSV? CSV (Comma-Separated Values) is a universal format for importing or exporting tabular data. A CSV file can be obtained by saving/exporting e.g. an Excel file as CSV (Comma delimited) (*.csv).

When uploading the CSV file:

  1. Select and match the names of the fields corresponding to the columns in the data.
  2. Check the "The first row is heading" option if the first row of the file contains headers. Then the first row will not be imported. 
  3. Select "Do not import" as the column type if some column is not to be imported.
  4. Click Import to upload the data into the appropriate fields of the database.  

When importing new articles, the columns that can be imported are:

  • Part No. – a unique number to identify the item. If not imported, then the code (part number) is generated automatically;
  • Part description - the name or short description of the item;
  • Product group - the name or the number of the product group. If the item is to be exported into an existing product group, use only the number of the group for import. If not defined earlier, a new group is created;
  • Unit of measurement - the unit of measurement for your item. If not defined earlier, a new unit of measurement is created;
  • Selling price - a standard sales price for the item (if price lists are not used);
  • Net cost per 1 unit - the cost per item of items currently in stock. Must be imported together with "Quantity at stock", if undefined and "Quantity at stock" is imported, the cost of the items on hand at stock will be defined as zero (the cost can later be manually amended at stock lots' details);
  • Quantity at stock - number of items currently in stock. Must be imported together with "Net cost per 1 unit", otherwise the cost of these items is defined as zero;
  • Min. stock - minimal stock keeping level. Recommended value at least 0;
  • Is procured item (1/0) - use "1" if this item is purchased from vendors, or use "0" if it is a product produced by your company. If not imported, defaults to "0" - not purchased;
  • Any custom field defined in the MRPeasy settings. 

For importing the Purchase Term together in the same import, include the following fields:

  • Vendor - the number or name of the vendor. If the vendor does not exist, a new vendor with this name is created. Required for creating the Purchase Term;
  • Vendor part no - the article code of the vendor (or can be used for the manufacturer part number);
  • Vendor price per unit - the expected price of the item from the "Vendor". This is only used for creating the Purchase Term, this is not the cost of items currently in stock. Required for the Purchase Term;
  • Lead time in days - the number of business days from ordering when goods will arrive from the "Vendor". Required for the Purchase Term;
  • Minimum purchase quantity - the minimum order quantity you can place to the "Vendor".

Example, importing 6 articles, 4 procured items and 2 products:

Part No. Part description Product group Unit of m. Min. Stock Is procured? Quantity at stock Net cost per 1 unit ...
P-00001 Table leg Raw materials pcs 0 1 20 20 ...
P-00002 Varnish Raw materials l 10 1 5 5 ...
P-00003 Sheet metal Raw materials kg 0 1 100 0.25 ...
P-00004 Capacitor, 10uF, 0805 Electronic parts pcs 2000 1 5000 0.008 ...
P-00005 Table Finished goods pcs 0 0 0 0 ...
P-00006 Electronics assembly Finished goods pcs 5 0 10 15 ...
(Up to 3000 lines can be imported at once)

Download a sample file: import-items.csv

Re-importing data for updating articles

With a CSV import it is possible to update existing articles, at Stock -> Items -> Import from CSV

If an article with the same number already exists, then software updates this item. Use Part No. for matching the articles. 

The following fields can be updated:

  • Part description;
  • Product group;
  • Unit of measurement;
  • Min. stock;
  • Selling price;
  • Quantity at stock - if the new quantity is greater than earlier, then the price per unit of the last stock lot is used and a new stock lot is created. If previously this item has never been in stock, the cost will be considered zero;
  • Is procured item (1/0);
  • Any custom field defined in the MRPeasy settings.

If there are new values that will be updated, a confirmation page is shown with a list of values that will be changed. The user can choose whether to update a particular item or skip it.

If you wish to upload inventory levels and item costs, possibly at different sites or storage locations, you can import this information at Stock -> Inventory -> Import from CSV.

Important notes!

  • If the imported file contains non-Latin characters, the file must be in UTF-8 (preferred) or Unicode encoding. If Excel is used to save the file, select the "Unicode Text (*.txt)" option in the "Save as type" field. Even though the extension of the file is TXT, it can be imported as a CSV-file.
  • The limit is 3000 lines per upload. If the file is bigger, divide it into several smaller files.
  • Since importing can be a question of trial-and-error, we strongly suggest making a back-up of the database before importing. In that case, if anything goes wrong, it is always possible to restore the previous session.
  • If you wish to upload several Purchase Terms or Vendors for the item, you can import these at Procurement -> Vendors -> Import from CSV.
  • If you wish to upload inventory levels and item costs, possibly at different sites or storage locations, you can import this information at Stock -> Inventory -> Import from CSV.