The advanced options for parts allow you to perform bulk actions, saving significant administration time. You can import your full parts list from a CSV file, add or update supplier (also known as a vendor) prices in bulk, mass archive old parts you no longer use, and download your supplier price lists.
Click here to see what plans include advanced parts management
Click here to see what plans include advanced parts management
Plan Name | Client Region | Plan Includes Parts Advanced Options |
Legacy Plans | All | No |
Go Paperless | UK | Yes |
Customer Journey | UK | Yes |
Automation | UK | Yes |
--------------------- | --------------------- | --------------------- |
All-in-one | US | Yes |
Customer Journey | US | Yes |
Field Automation | US | Yes |
How to access the advanced options
➡️ Go to your Profile icon → Choose Settings → Locate Parts and stock in the Categories menu → Click View next to Parts → Click Advanced options at the bottom of the parts list
Importing a parts list
The 'Import your parts list' tool can add new parts and update existing parts in your database.
Preparing your parts list CSV file
Correct file preparation is crucial to ensure a smooth import. Whether adding new parts or updating existing ones, there are important considerations when preparing your file.
File Format & Size: Your file must be in CSV (.csv) format. Each file can have a maximum of 5000 rows. If your data exceeds this, please split it across multiple files.
Upload Process: Only upload one file at a time. Wait for the success or failure notification before uploading another. Imports can take minutes to hours to complete, depending on the file size.
Data Verification & Failures: After a successful import, always check your data under Settings > Parts and prices to confirm. If an import fails, the system will provide an Excel sheet detailing the errors. You must resolve these issues in your file and re-import.
Data Preparation & Format:
No Blank Rows: Ensure your file has no blank rows.
No Commas: Avoid commas ( , ) within any field. Use Ctrl+H in Excel to find and replace commas with blanks if necessary.
The fields required in your CSV file depend on whether you are adding new parts or updating existing ones. See the sections below for details on each scenario.
Importing new parts
When adding new parts, you can download a CSV template file to help you get started. This file includes the required column headers, an example row, and follows the accepted format for importing data into Commusoft.
Use the table below to understand how to complete the spreadsheet. It details each column (field), its purpose, and the specific formatting requirements. Fields marked with an asterisk (*) are mandatory.
Field Name | Purpose | Requirements |
Industry* | The industry associated with the part. | Must match an existing industry in Settings → Parts and stock → Industries. |
Category* | The category the part is listed under. | Must match an existing category in Settings → Parts and stock → Categories. |
Subcategory* | The sub category the part is listed under. | Must match an existing subcategory in Settings → Parts and stock → Sub categories. |
Type* | System-specific identifier. | Must be set to "Part" for all rows. |
Part ID | A unique ID for the part. | Can be left blank. If used, must be unique. No commas. |
Part name* | Unique part name/description. | Must be unique. No commas or line breaks. |
Manufacturer part number | Manufacturer's unique identifier. | Must be unique. No commas or line breaks. |
Install time unit | Time unit for installation. | Must be "hours", "days", or "mins". |
Default install time | Time taken to install the part. | Must be a number (e.g., 1.5). No symbols. |
Cost* | Base purchase cost (Exclusive of tax). | Must be a number (e.g., 10.50). No symbols. |
Markup* | Markup percentage added to the cost price. | Must be a whole number (e.g., 150). No symbols. |
Tax* | Applied tax rate. | Must be a number that matches a rate in your VAT settings. |
Labour cost rate | Cost of labour associated with part use. | Must be a number (e.g., 25.00). No symbols. |
Labour sale rate | Sale rate for labour when using the part. | Must be a number (e.g., 50.00). No symbols. |
Updating existing parts
To update existing parts, such as increasing the Cost or Markup for many items at once, you should use your existing parts list. This is the best way to ensure part details match and avoids creating duplicates.
Click the Download icon
located next to the Add a part button.Open the downloaded CSV file in your spreadsheet software (like Excel or Google Sheets).
This downloaded file will include a Part ID column. This Part ID is a unique identifier generated by Commusoft for every part in your database.
Make your required changes directly in this file. For example, you might update the values in the Cost or Markup columns for multiple parts.
Any rows you do not change will be skipped during the import. This allows you to make specific updates without affecting other parts.
Save your file, making sure it stays in the .csv format.
Once your file is saved, you can proceed to the 'How to import your parts list' section below to upload your changes.
How Commusoft matches parts for updates
When you prepare a file to update existing parts, it is crucial to understand how Commusoft matches your data to avoid creating duplicates. When you upload your file, the system checks for a unique match in this order:
Part ID and Part Name: The system first checks for a row that has both a Part ID and Part Name that match an existing part. This is the most accurate and reliable method.
Part Name and Manufacturer Part Number (MPN): If no Part ID is provided (or it doesn't match), the system will try to find a unique match using the combination of Part Name and Manufacturer part number.
Avoid duplicates: To reliably update existing parts (like changing Cost or Markup), we strongly recommend following the steps above to download your existing list first. This ensures you are using the correct Part ID.
Part names cannot be updated via import. The Part name field is used by the system to validate and match existing parts. If you need to change a part's name, you must do so manually by finding the part in your main list and clicking Edit.
How to import your parts list
You can upload a CSV file to add new parts to your database or update the main details (like Cost and Markup) of existing parts. Once you've prepared your CSV file, it needs to be imported.
Click Advanced options to expand the section.
In the 'Import your parts list' area, tick the box Check the box if the CSV file has a title in the first row if your spreadsheet has column headers.
If you use the CSV template or the parts database download, a header row will always be present, so you should tick this box.
Click Upload CSV to add/update your parts list and select your file in the file explorer.
The 'Custom data import' screen will appear, showing your columns.
The system will try to match your CSV header to the correct Column (Commusoft field) automatically.
Always double-check these automatic matches to ensure they are correct.
If a match is wrong or missing, click the dropdown for that row and select the correct Commusoft field from the list.
A field will be greyed out if it has already been mapped to another column.
Once you have mapped all your columns correctly, click Save to begin the import.
Once the import is complete, a notification will trigger to let you know if it was successful or if it failed.
If the import fails, the notification will include a report file to download. Review this file to see which rows require attention, resolve the errors in your CSV, and retry the import.
Importing supplier prices
You can also import supplier prices and product codes, which are supplementary to the main part codes and prices. You can add multiple prices and product codes for the same part, linking each to a different supplier.
Preparing your supplier price CSV file
This file needs columns to identify the existing part, plus the supplier/vendor details you wish to add or update.
You must use the part identifiers Part name and either the Part ID or MPN to ensure your parts are updated. Check the How Commusoft matches parts for updates details above for more information.
Field Name | Purpose | Requirements |
Part Name* | Identifies the part to update. | Mandatory. Must match an existing Part Name in your database. |
Manufacturer part number | Second identifier to match the part. | Mandatory. Must match an existing Manufacturer part number in your database. |
Supplier product code | The supplier's unique code for this part. | Alphanumeric. Can be left blank if not required. |
Supplier price | The supplier's specific cost for this part. | Must be a number (e.g., 10.50). No symbols. |
The part ID is not an applicable validating field when importing supplier product codes and prices.
Your supplier may be able to provide a parts list to get you started. Reach out to your supplier's account manager to request this. You'll need to tidy any spreadsheet you receive to ensure the data is clean and ready for a successful import.
To use the supplier integrations, supplier product codes and prices are required. FInd out more about the Wolseley and City Plumbing integrations.
How to import your supplier price CSV file
You can upload a CSV file to add supplier product codes and prices to your existing parts database or update the existing supplier prices and product codes. Once you've prepared your CSV file, it needs to be imported.
Click Advanced options to expand the section.
In the 'Add/update supplier prices' area, select the supplier you want to update from the Please enter supplier name dropdown.
The supplier you selected must already exist in your Commusoft account. Find out more about creating suppliers.
Tick the box Check the box if the CSV file has a title in the first row if your spreadsheet has column headers.
Click Upload CSV to add/update your parts list and select your file.
Follow the on-screen prompts (similar to the main import) to map your columns and confirm the import.
Once the import is complete, a notification will trigger to let you know if it was successful or if it failed.
If the import fails, the notification will include a report file to download. Review this file to see which rows require attention, resolve the errors in your CSV, and retry the import.
How to download your supplier prices
You can download a CSV spreadsheet of your parts and their specific prices for a chosen supplier. This is useful for auditing your prices or using the file as a template for a future bulk update.
Click Advanced options to expand the section.
In the 'Download your supplier prices' area, select a supplier from the Please enter supplier name dropdown.
Click Download excel.
The file will be downloaded to your browsers set file download destination.
You must have at least one existing supplier product code and/or price stored against your parts to download this CSV file.
Only parts with product codes and/or prices will be downloaded.
How to mass archive parts
This tool allows you to archive all parts in your database at once. This is useful for cleaning your database, but please be aware this action cannot be undone.
Click Advanced options to expand the section.
In the 'Mass archive parts' area, read the description carefully.
Click Mass archive parts.
A confirmation box will appear, asking you to validate this action with your username and password.
Enter your login details and confirm.
Once the action is complete, a notification will confirm.
This action will archive all parts that are not in an active status ('Requested', 'On order', or 'Available').
The mass archiving action cannot be reversed.
The archiving process may take some time, depending on the size of your parts database. Only click the button once and wait for the notification to confirm the action is complete.
Common questions
💭 Do supplier prices have their own markup?
No. When you use a supplier-specific price for a part (e.g., when adding it to a job or order), the system will apply the main Markup percentage that is set for that part, not a separate supplier markup.
💭 What format does my parts import file need to be in?
Your file must be a CSV (Comma-Separated Values) spreadsheet. You can create this using Microsoft Excel, Google Sheets, or other spreadsheet software.
💭 Will importing parts create duplicates?
If you are updating existing parts, it is very important to include matching identifiers (like Part ID) in your file. If the system cannot find a unique match for a row, it may create a new part, resulting in a duplicate. Always double-check your matching fields against the fields detailed in this article.
💭 Why would I download supplier prices?
This is a good way to get a correctly formatted template for a bulk supplier price update. You can download the file, make your price changes, and then re-upload it using the 'Add/update supplier prices' tool.
Example use cases
💡 Initial Database Setup
When first setting up Commusoft, you have a spreadsheet from your old system with 1,500 parts. You format it according to the template (using the "Fields for adding new parts" table) and use the 'Import your parts list' tool to add them all at once.
💡 Updating Your Standard Costs
You decide to increase your standard markup on all boilers. You download your current parts list, change the Markup callout for those parts, save the file, and then re-upload it using the 'Import your parts list' tool to update your main pricing.
💡 Annual Supplier Price Update
Your main supplier sends you their new 2026 price list. You select that supplier in the 'Add/update supplier prices' tool and upload the new file to update all your supplier-specific costs for that supplier, without affecting your main markup.
🤖 Still need help?
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➡️ Go to your Profile icon → Get support → Ask a question
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