Tips for Uploading Bulk Materials

Tips for Uploading Bulk Materials

Problem
I am about to upload my materials using the bulk import spreadsheet. Is there anything I should know first?

Solution

There is a couple of things users should be aware of before they upload their Materials via our bulk import sheet.

Our Material import spreadsheet can be found by navigating to Business>Settings>Setup Wizard or Business>Settings>Materials>Import. Here you can download, copy and paste and then upload your material data.

  1. Mandatory Fields - You will notice that a couple of the columns on the spreadsheet are coloured red. These are mandatory fields and need to be completed. Alternatively the columns coloured grey are not mandatory and can be completed at a later date, if required.

  1. Validation - There is some data validation in our bulk import sheet whereby our coding ensures that the Description field is unique ie you can not have two line items with the description 'Engine Oil.' Should you purchase this item from two (2) different suppliers, we recommend that you enter the item in twice with supplier name (or abbreviation) or SKU/part number to the description to remove duplication.

  1. Abbreviations - There are a number of abbreviations used in our column titles. If you are unfamiliar with what they stand for please see: Keyworks, Acroynyms & Abbreviations for details.
  2. Multiple uploads - Yes you can upload your Materials spreadsheet a number of times. QicWorks will match the description fields with any changes to existing materials 'pasted over the top'
  3. SKU field - This is a free text field whereby you can enter a code that identifies this material within your company. This field is then used to prepopulate your purchase orders and expenses with Supplier, UOM, buy and sell prices. 
       For example:
       Using manufacturer barcodes or QR codes
       Using manufacturer's part numbers
       Creating your own free text ie BoltM12x35, BoltM18x35 etc
  1. Bin & Location fields - Text entered in these fields will not upload/import if the bin or location has not first been created in QicWorks. See: Bin and Location for more details
  2. Tags - This is a free text field whereby you can tag or group material types. Tags are then used to filter your pricing (net and billable) and inventory tables.
  3. Charged By Column - This is used to determine how this item will be charged out
      For example:
      Each - QicWorks will use the quantity multiplied by rate to calculate the billable cost.
      Once - QicWorks will disregard the value entered into the quantity field associated with this material, and prepopulate it with 1 off in the jobs cost reports
      No charge - QicWorks will disregard the value entered within the rates field associated with this material, and prepopulate your billable cost fields with $0.00

Before importing, be sure to delete the data in line 1 of the upload sheet. This line is used as an example only.

For more information about Materials see: Materials
For more information about what can be bulk uploaded into QicWorks see: Setup Wizard
For more information about what data can be imported from third party software see: API Connections



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