How to Import New and Update Parts

Bulk import your Parts and Inventory into UpKeep at all the same time!

Ben On avatar
Written by Ben On
Updated over a week ago

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.

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

  1. To create new Parts, download the part's template by navigating to the import page and clicking "Download Template"

  2. 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.

  3. When ready, select Start Part Import Process

  4. Upload your file or enter the data manually into the table provided

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

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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.

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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

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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

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

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

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