Maintaining a well-organized parts list with supplier-specific details is essential for workflows involving parts on jobs, purchase orders (POs), and supplier invoices. A comprehensive list reduces the need to manually check prices every time a part is needed for purchase. Descriptions, including manufacturer numbers, can align with either internal terminology or supplier descriptions. This setting allows you to import, add, edit, configure, archive parts, and download your parts list.
Viewing Parts and Prices
➡️ Profile icon > Settings > Parts and Stock > Parts
View part name, manufacturer number, cost price, markup, and actions.
Use search and filter by category (if set up) and adjust entries shown via "Show entries" for easier navigation.
Adding a Part
➡️ Add a part
Complete the side panel > Save.
Preparing your parts for .csv import
Preparing your parts for .csv import
This guide provides instructions for preparing CSV files to import your parts list and supplier-specific prices into Commusoft. Correct file preparation is crucial to ensure a smooth import process for both parts and their associated prices.
Key Points
File Format & Size:
Files must be in CSV format (.CSV).
Each file can contain up to 5000 rows. If your data exceeds this, split it across multiple CSV files.
Upload Process:
One file at a time: Only one CSV file should be uploaded at a time. Wait for the success notification before uploading another.
Import Time: Imports can take minutes to hours. Notifications will confirm success or failure.
Data Verification & Import Failures:
After successful import, check your data under System settings > Parts and prices.
If the import fails, an Excel sheet with error details will be provided. Resolve the issues and re-import the file.
Data Preparation & Format:
No Blank Rows: Ensure your file has no blank rows.
No Commas: Avoid commas (
,). Use Ctrl+H to replace commas with blanks if necessary.Column Order & Names: The order of columns doesn’t matter but recommended to match system input types for auto-mapping.
Mandatory Fields: Certain columns must be included for successful import these are marked with an asterix *.
Responsibilities:
It’s your responsibility to ensure that the import files are accurate and follow guidelines.
Parts List Fields
Here’s an overview of the important input fields required for importing parts lists:
Input Type | Purpose | Requirements |
Industry | The industry associated with the part. | Must match an existing industry in System settings > Industries |
Category | The category under which the part is listed. | Must match an existing category in System settings > Categories |
Subcategory | Subcategory under the category. | Must match an existing subcategory in System settings > Subcategories |
Type* | System-specific identifier. | Must be set to "Part" for all rows |
Part name* | Unique part name/description. | Must be unique and avoid spaces/returns. No commas allowed. |
Manufacturer part number | Manufacturer’s unique identifier. | Must be unique and avoid spaces/returns. No commas allowed. |
Install time unit | Time unit for installation (hours, days). | Must be "hours," "days," or "mins." |
Default install time | Time taken to install the part. | Must be a number, up to 2 decimal places. No symbols/spaces allowed. |
Cost* | Base purchase cost (Exclusive VAT). | Must be a number, up to 4 decimal places. No symbols/spaces allowed. |
Markup* | Markup percentage added to the cost price. | Must be a whole number. No symbols/spaces allowed. |
Tax* | Applied tax rate when purchasing/selling. | Must be a whole number and already exist in VAT dropdown. |
Labour cost rate | Cost of labour associated with part use. | Must be a number, up to 4 decimal places. No symbols/spaces allowed. |
Labour sale rate | Sale rate for labour when using the part. | Must be a number, up to 4 decimal places. No symbols/spaces allowed. |
Configuring Parts
➡️ Click Configure
Add supplier-specific details: Supplier, Supplier product code, and Supplier price.
A part can have multiple supplier-specific configurations.
Enter details > Select supplier from dropdown > Enter supplier product code and price.
To delete a supplier record, click 'Delete' under 'Actions' if no longer needed.
Once done, close the page using the 'X' in the top-right corner.
Supplier Prices Fields
These fields are relevant for importing supplier-specific prices:
Input Type | Purpose | Requirements |
Part name* | Unique part name as per business needs. | Must match the Part name & Manufacturer part number combined in parts list. |
Manufacturer part number* (Required if used) | Manufacturer’s unique identifier. | Must match the Part name & Manufacturer part number combined. |
Supplier product code | Supplier's unique product code. | Must be unique and avoid spaces/returns before and after. |
Tax | Applied tax rate for purchase/sale. | Must be a whole number and already exist in VAT dropdown. |
Price* | Supplier-specific price (Exclusive VAT). | Must be a number, up to 4 decimal places. No symbols/spaces allowed. |
Updating Parts Lists & Supplier Prices
For Updating Records:
To update fields like cost price or markup, the values for 'Type,' 'Part name,' and 'Manufacturer part number' must match exactly with existing records.
Download the existing parts list from Commusoft before making any changes to avoid duplicates.
For Supplier Prices:
Upload your parts list before importing supplier-specific prices.
If you need to bulk-update supplier prices, download the current prices for historical reference first.
Editing Parts
➡️ Click Edit
Update the details as needed > Save.
Deleting/Archiving Parts
➡️ Click Delete or Archive
Type 'Delete' to remove the part if unused.
Type 'Archive' if the part is no longer in use but has previous records.
Error messages if unable to delete:
Part is on order.
Part is used in stocks.
Part is requested for a job.
Advanced Options
Import parts list
Import parts list
➡️ Profile Icon > Settings > Parts > Advanced > Import your parts list.
Prepare the File Correctly
Ensure your CSV file meets the system's formatting requirements. Refer to the related section of this article: Preparing your parts for .csv import, for detailed instructions. Each file can contain up to 5,000 rows (individual parts). Double-check that columns match the appropriate input types before uploading.
Upload the CSV
If your CSV includes column headers, tick 'This CSV file has a title in the first row.'
Click Upload CSV to begin adding or updating your parts list.
Match Columns
During the upload process, ensure each CSV column is mapped correctly to the system's input types under 'Column'. If your column headers match Commusoft's input types, they will auto-match. Once confirmed, click Save.
Import Notification
After uploading, a notification will confirm that the file is being processed. Depending on the size, the import may take from a few minutes to a few hours. You’ll receive an alert indicating whether the import was successful or requires attention.
Successful Import
➡️ Upon receiving an 'Import Success' notification, you can verify the data under System Settings > Parts and Prices.
Mark the notification as Completed once reviewed.
Failed Import
If an 'Import Requires Attention' notification appears:
Download the 'Import Status.xls' file to review errors.
Correct the issues in your CSV file, then repeat the upload steps.
Mark the notification as Completed after re-uploading.
Example of a Failed Import: A common error might be incorrectly entered tax values. Make sure all required fields, such as tax, are properly set before re-uploading the CSV.
Example CSV Template
For help formatting your parts list, download the CSV template. This will guide you in correctly structuring your data and provides all possible columns you may need to import.
Download your supplier prices as a .csv
Download your supplier prices as a .csv
You can download a list of parts with supplier-specific prices for a given supplier, allowing you to view, confirm, and maintain historical records before updating prices and details. Note that this download will only include parts with an existing supplier price configuration.
Download Steps
➡️ Go to Profile Button > Settings > Parts > Advanced > Download your Supplier Prices as a CSV (spreadsheet).
The download will only include parts that have already been configured with a supplier price.
Search and Select Supplier Name: Choose the supplier for which you need the price list, then click Download Excel.
Please be aware that you can only download one supplier's information at a time.
A file named SupplierPrices will be downloaded to your device, containing the supplier's part prices.
This file can be used to update prices and product codes. However, only parts with a current supplier configuration can be updated this way. For parts without supplier-specific settings, the main parts list should be used to add any additional input types.
The Partid identifier in the file is an internal identifier within the system.
Mass archive parts
Mass archive parts
When parts list details become outdated or are no longer needed, they can be cleared on a large scale through a mass delete or archive process. This helps maintain an organized and accurate parts inventory.
Steps for Mass Archiving Parts
➡️ Go to Profile Button > Settings > Parts > Advanced > Mass Archive Parts.
Important: Deletion or archiving is irreversible. Ensure that the action aligns with your business needs, as deleted or archived parts cannot be restored.
Choose the Action to Perform
Check the appropriate box:
'Delete Unused Parts': Select this option if the parts were never used and need to be fully deleted from the system.
'Archive Unused Parts': Select this to archive parts that were used in the past but are no longer in active use.
Click Next.
Confirm the Action
Enter your Commusoft Username and Password to authorize the action.
Type 'Confirm' and then click Delete to proceed.
Note: Parts actively in use cannot be deleted or archived.
Process Notification
Once confirmed, you will receive a notification indicating that the action is in progress. Depending on the number of parts selected, this process may take from a few minutes to several hours.
Parts cannot be deleted or archived if they meet any of the following conditions:
Available in Stock: The part is actively in stock (applicable when the stock module is enabled).
Requested, on Order, or Reserved for a Job: The part is requested for a job and hasn't been installed.
Returned but Pending Credit Note: The part has been returned, but no credit note has been raised or it is marked as not required.
Incomplete Purchase Orders: The part is included in purchase orders that are not yet completed.
Listed in Estimates: The part is part of an estimate that has not been rejected or accepted.
Completion Notification
Upon completion, a notification labeled 'Mass Delete and Archive Parts' will appear in the top right corner.
Verify that all parts were processed as expected and then mark the notification as Completed.
Download your supplier prices as a .csv
Download your supplier prices as a .csv
You can download a list of parts with supplier-specific prices for a given supplier, allowing you to view, confirm, and maintain historical records before updating prices and details. Note that this download will only include parts with an existing supplier price configuration.
Download Steps
➡️ Profile Icon > Settings > Parts > Advanced > Download your Supplier Prices as a CSV (spreadsheet).
Search and Select Supplier Name: Choose the supplier for which you need the price list, then click Download Excel.
Please be aware that you can only download one supplier's information at a time.
A file named SupplierPrices will be downloaded to your device, containing the supplier's part prices.
This file can be used to update prices and product codes. However, only parts with a current supplier configuration can be updated this way. For parts without supplier-specific settings, the main parts list should be used to add any additional input types.
The Partid identifier in the file is an internal identifier within the system.
Note: The download will only include parts that have already been configured with a supplier price.