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.


Importing your Parts

Notes

  • Importing is now based on the NAME COLUMN of your import. If there is no matching name, a new Part is created. If the NAME matches, then all data changed in all other columns will be updated.

  • You can use CSV, XLS, XLSX, TSV or XML Format

    • You can also manually enter items into the table

  • If you need to Update the name of a Part you need to use the Update Name Field to change the name

  • 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 parts' template by navigating to the import page and clicking "Download Template"

  2. To Update EXISTING Assets, select "Export Current Assets" and makes changes to any columns EXCEPT the NAME column. 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

5. Confirm that the first row in your file is the Column Names/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 - Part 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

B - Updated Name

Vacuum Pump Filter Updated

Only use this column when making a name change to an existing part

C - Description

Make/manufacturer information

Part description; specifications; details

D - Quantity

15

Number value; how much of this part you have on hand

E - Cost per Unit

89

Number value; the cost for each individual part

F - 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

G - Area

Zone 3, NE Corner

A description of where the asset is located

  • TIP: Usually this is a more specific area within the location

H - Minimum Quantity

5

Number value

  • TIP: If the quantity on hand dips below this minimum quantity, the system will show a notification

I - Additional Part Information

Measurements/year of manufacturer

Enter any additional part details or information or part number

J - Location Name

Main Factory

The exact name of the location as found in your Locations section

K - Category

Vacuum

Categories are used to group parts together and can be used to filter your parts before downloading a report

L - Mark Non-Stock

TRUE

Notate whether this part you are creating should be marked as non-stock or not.

Acceptable values:

  • TRUE

  • FALSE

M - 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

N - 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

O - 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

P - 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

Q - 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


Legacy Importing

How to Import Parts

NOTE: You can only import a maximum of 1000 parts in each individual CSV at a time, but there is no limit to the total number of parts in your UpKeep account! Legacy Importing URL can be found here.

  1. Download Parts Data ImportSheet (or check out the GIF below)

  2. Open the CSV in Excel/Google Sheets

  3. Do not add, remove or change any headers in Row 1

  4. Add in your data beginning with Row 2

  5. To add in custom fields, see the next section.*

  6. Save the CSV file

  7. Upload the CSV under the Parts tab > Import > Import your File

Here is a GIF of where you can find the CSV and upload it:

Guide

NOTE: The ID refers to a unique, UpKeep assigned ID. You can find each 10-character ID in the URL when clicking into the location/asset/part/etc. All IDs can also be found when exporting each data set in Column A of the CSV!

Column Header

Example Entry

Acceptable Values/Notes

A - Part Name

Vacuum Pump Filter

Name of the part, text+number values

  • TIP: If you have similar part names, try to keep them unique by adding another identifier

B - Description

Make/manufacturer information

Part description; specifications; details

C - Quantity

15

Number value; how much of this part you have on hand

D - Cost per Unit

89

Number value; the cost for each individual part

E - 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

F - Area

Zone 3, NE Corner

A description of where the asset is located

  • TIP: Usually this is a more specific area within the location

G - Minimum Quantity

5

Number value

  • TIP: If the quantity on hand dips below this minimum quantity, the system will show a notification

H - Additional Part Information

Measurements/year of manufacturer

Enter any additional part details or information or part number

I - Location ID

zpz3YxdBve

This is the 10-character unique ID of the location that this asset is assigned to

J - Category

Vacuum

Categories are used to group parts together and can be used to filter your parts before downloading a report

K - Asset ID

P4p0cSNLrF,UfpQATDNJS

This is the 10-character unique ID of the asset that this part is assigned to

  • TIP: You can include multiple asset IDs by using a comma with no spaces

L - Assigned User ID

NOpyNXZ48d

This is the 10-character unique ID of the user that will be assigned to this part

  • Leave this field blank if not applicable

M - Assigned Team ID

zpz3YxdBve

This is the 10-character unique ID of the team that will be assigned to this part

  • Leave this field blank if not applicable

N - Assigned Vendor ID

b3LHynsOmJ

This is the 10-character unique ID of the vendor that will be assigned to this part

  • Leave this field blank if not applicable

O - Assigned Customer ID

o2XpF3Q25W

This is the 10-character unique ID of the customer that will be assigned to this part

  • Leave this field blank if not applicable

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