Once we have our Parts in UpKeep, we can also use our Update Feature to make mass updates to our Parts. So if you need to bulk update the current quantity of your parts in inventory or other changes, you can do that with this feature!

NOTE: The CSV template used to update your parts is different depending on how you need to update. Review below before making changes : )

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


How to Update your Parts via the NEW way

If your parts do not have similar names or they have a unique naming convention and you see the new Import screen, proceed below.

Before we get started we will need to download your current parts first.

Here is where you do this on the NEW import screen

Image 2022-04-28 at 11.10.34 AM

NOTE: If your parts DO NOT have a unique naming convention and have very similar names, the please proceed to the LEGACY section further down for how to steps.

Steps:

  1. Navigate to your Parts/Inventory Section

  2. Click the 3 dots in the right hand corner next to +part

  3. Click Export Current Parts (see shots above)

  4. Open CSV in Excel/Google Sheets

  5. Do not remove or change any headers in Row 1

  6. Make the necessary changes to your Assets by correcting the data you see in the corresponding column. (use guide below for how to enter data into the column)

  7. Save the CSV file

  8. Click Start Part Import Process

    Image 2022-04-28 at 11.13.06 AM
  9. Upload this CSV file on the Import Page

    Image 2022-04-28 at 11.13.41 AM
  10. Make sure the first row has column names click yes if they do

    Image 2022-04-28 at 11.14.16 AM
  11. Next you need to CONFRIM (yellow arrow) all columns you want updated and IGNORE (black arrows) all columns you DO NOT want updated, If the field name does not match up, you can click the drop down and choose which field the dat should map too (pink arrow) when done click NEXT at the bottom.

    Image 2022-04-28 at 11.15.02 AM
  12. You should then get a pop up window that will show you what all data is being added, if it all looks correct, click FINISH and YES on ready to Submit. If you want to check if there are issues with your file, click the toggle to only show rows with issues (pink arrow)

    Image 2022-04-28 at 11.17.26 AM
  13. Once it the upload finished IF there are any issues you will see this box that you can review and download the error.

    UpKeep Maintenance Management - Google Chrome 2022-04-21 at 4.08.27 PM

    NOTE: There is a maximum file size of 10 MB per CSV file that can be imported at one time!

Quick walk through here!

Column Guide New Import Page

  • This is guide on how to enter data into the columns for import/updating

  • If you are Changing the name of your Asset you can use the Update Name Column on your CSV and leave NAME column alone

Column Header

Example Entry

Acceptable Values/Notes

A - Name

Building 1 - HVAC 1

Enter a name/title for your Asset

B - Update Name

New Part Name:

Building 1 - HVAC 1-998

used for ONLY changing the name of your parts. otherwise leave empty

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 Details

Model Number 445566

Numbers or Letters only

  • Tip: You can store more data such as model number (different from Barcode) in this field

J - Location Name

New Jersey Warehouse

Must match your location name in UpKeep.

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/FALSE

Must be capital and only TRUE or FALSE

M - Asset Names

Standing Floor Mixer

Must match your Asset name in UpKeep.

N - Assigned User Emails

[email protected]

You can find the user email in People and Teams section.

O - Assigned Team Names

Team Bravo

You can find the team name under the TEAMS tab, in the People and Teams section

P - Assigned Vendor Names

Mr. Fix It

You can find the vendor name under the Vendors and Customers section

Q - Assigned Customer Names

Firestone Apartments

You can find the customer tab name under the Vendors and Customers section

For questions or concerns please reach out to Support at [email protected] or via chat in your Upkeep account under Contact US.

Did this answer your question?