Within UpKeep, you can maintain your entire inventory so you know exactly where things are. You can also use our barcode scanner for simple and easy access from a mobile device. You can set a minimum quantity for your parts. So when the quantity of a part dips below that minimum, you’ll be able to tell those parts are running low!

If your team already has a record of your parts, you can import them into UpKeep using our CSV template! We can also download our current list of parts, make updates, and re-import the information to update it.

Video - How to Bulk Import New Parts and Bulk Update existing Parts

Please Note** File size is limited to 10MB and names MUST be unique.

Importing your Parts

Notes

Importing now matches based off the ID COLUMN of your import. If there is no matching ID, a New Part is created. If the ID Matches, then the Part will be updated with data on the spreadsheet.
You can use CSV, XLS, XLSX, TSV or XML Format
- You can also manually enter items to the table manually under import
If you need to Update a Part you need to use the ID Field
You CANNOT create custom fields via Import at this time. The field can only be created on the part manually.

Importing Guide

To create new Parts, download the part's template by navigating to the import page and clicking "Download Template"
To Update EXISTING Parts, select "Export Current Parts" and makes changes to any columns EXCEPT the ID column. This column must remain on the import file as is. When done, save the file for import.
When ready, select Start Part Import Process
Upload your file or enter the data manually into the table provided

5. Confirm that the first row in your file is the Column ID/headers

6. Next, go through each column name to evaluate and confirm column mapping

For example, in your file, UpKeep uses Name for Part Names. If you call it something else, like Inventory Name, you would map Inventory Name to Name.

7. View the data you are going to import

Changes can be made from the table
It will notify you of any issues with the import

8. Select Finish

Column Header	Example Entry	Acceptable Values/Notes
A - ID	wsIziIM1Br	Used for updating your parts. Leave Blank if adding new parts.
B - Name	Vacuum Pump Filter	Name of the part, text+number values TIP: If you have similar part names, make sure they are unique by adding another identifier such as the location name or part number
C - Part Number	24601	A part number can be shared across different locations Note: Required for using Multiple Inventory Lines Note: Can only use part number once per location
D - Description	Make/manufacturer information	Part description; specifications; details
E - Quantity	15	Number value; how much of this part you have on hand Note: This would be for adding in new Parts, once set the quantity needs to be updated within the application
F - Cost per Unit	89	Number value; the cost for each individual part
G - Barcode	7233498875	Synonymous with serial, is used to generate your parts' QR codes (which can be scanned using our mobile app). TIP: If left blank, you can later assign a “Random Barcode” within UpKeep. NOTE: Excel may reformat your barcodes, which is not something UpKeep can control
H - Area	Zone 3, NE Corner	A description of where the asset is located TIP: Usually this is a more specific area within the location
I - Minimum Quantity	5	Number value TIP: If the quantity on hand dips below this minimum quantity, the system will show a notification
J - Maximum Quantity	20	Number Value
K - Additional Part Information	Measurements/year of manufacturer	Enter any additional part details or information or part number
L - Location Name	Main Factory	The exact name of the location as found in your Locations section
M - Category	Vacuum	Categories are used to group parts together and can be used to filter your parts before downloading a report
N - Mark Non-Stock	TRUE	Notate whether this part you are creating should be marked as non-stock or not. Acceptable values: TRUE FALSE
O - Mark Critical	TRUE	Notate whether this part you are creating should be marked as critical or not. Acceptable values: TRUE FALSE
P - Asset Name	HVAC1	Enter the exact name of your asset as found in your account TIP: add multiple assets by separating them with a comma
Q - Assigned User Emails	[email protected]	Enter the email address for any user that should be assigned to this part Leave this field blank if not applicable TIP: add multiple emails by separating them with a comma
R - Assigned Team Names	Day Shift 1	Enter in the exact team names for any teams that need to be assigned to this part Leave this field blank if not applicable TIP: add multiple teams by separating them with a comma
S - Assigned Vendor Names	Vendor 1	Enter the exact vendor names for any vendors you are assigning to this part Leave this field blank if not applicable TIP: add multiple vendors by separating them with a comma
T - Assigned Customer Names	Kobe Bryant	Enter the exact customer names for any customers you are assigning to this part Leave this field blank if not applicable TIP: add multiple customers by separating them with a comma
U - Tags	Batteries	Enter the name of the Tag that you have set in the tag settings

How to Import Work Orders and Work Order History

How to Import/Update Assets

New - How to Bulk Update Parts

Importing/Updating Part Records with Multiple Inventory Lines

Importing/Updating Individual Parts In Your Inventory Lines