Import and Export Vendor Price Lists

Load vendor prices from a file, export them back out in the same format, and re-upload to update in bulk.

Business Value

Loads a whole season’s vendor prices in one file.
Exports the current prices for review outside the system.
Export, edit and re-upload changes the same rows.
Rejects the whole file when any row is wrong. Nothing lands half-loaded.
Names the exact problem on every bad row.

Use Cases

Purchasing manager loads a new vendor’s full price sheet in one upload.
Cost controller exports the current prices, adjusts them in Excel and re-uploads.
Buyer searches for one vendor first, then exports only that vendor’s prices.

How It Works

Where: Back Office → Purchasing → Price Lists → Upload / Export

The Price Lists listing has Upload and Export buttons. Both use the same columns. A file that comes out of Export can go straight back in through Upload. Before, the Upload screen did not open and there was no export. Both now work.

File Columns

The file must be a .csv or .xlsx with a header row and these columns:

Column	What it holds	How it is matched
Vendor	The vendor	By vendor code first, then by name
Item Number	The item	By item number
Unit	The unit the price is quoted in	By unit name
Price	Price per unit, in base currency	—
Valid From	First day the price applies	—
Valid To	Last day the price applies	—

The columns are also listed in the Help section on the Upload page.

Uploading

Open Price Lists and click Upload.
Choose your .csv or .xlsx file.
Submit.

Every row is checked before anything is saved. If one row fails, nothing is saved. The page then lists each problem line by line. Fix the file and upload it again. A row that names a vendor, item and unit that already have a price updates that price. Otherwise the price is created. You never end up with two prices for the same vendor, item and unit. On success you return to the listing with a “N rows processed successfully” message.

What Gets Rejected

Problem	What it means
Unknown vendor, item or unit	The value in the file matches nothing in the system.
Price is negative or not a number	Prices must be numeric and zero or above.
Invalid date	Valid From or Valid To is not a readable date.
Valid To before Valid From	The validity period runs backwards.
Missing required value	A required column is empty on that row.

A file that cannot be read shows a plain error message, not a server error. That covers the wrong encoding, a file that is not really a csv or xlsx, and corrupt rows. A file with only a header row shows a “No rows found” warning and leaves you on the Upload page.

Exporting

Export writes the current price lists to a .csv, using the same columns Upload expects.

The export respects the search filters on the listing. Search for one vendor first and you export only that vendor’s prices.
There is no separate template download. When the list is empty, the export is just the header row. That is your blank template.

Note: Prices are held in the property’s base currency. A vendor quoting in another currency has to be converted before the file is uploaded.

See Vendor Price Lists for the screen itself and its search fields.

​Business Value

​Use Cases

​How It Works

​File Columns

​Uploading

​What Gets Rejected

​Exporting