Using a NEW Vendor Price List

From time to time, a vendor will send a new price catalog, hopefully as an excel file or some other electronic format.

1) Open the vendor's excel file and clean it up.
--- At minimum, you only need columns designating SKU, Description, and Cost, but maybe also Selling Price(s). A Header row on row #1 is acceptable so that you know what the columns stand for.
--- remove any commentary lines; text which is not part of an inventory item.
--- remove any blank lines separating sections, otherwise PFW will attempt to import the blank line.
--- ADD PFW PRICE LEVELS to the Excel spreadsheet. Will you be changing your selling prices based on these new costs? If the sheet does not already have selling prices which you will be using, you will want to make those entries using a formula.

2) Make sure that your PFW inventory is using the same SKU numbers
PFW reads the vendor SKU and matches it to Your SKU. If they are not identical, then PFW will assume it is a new product and add it to the inventory list.

3) If items have been deleted from the vendor list of offerings, PFW will not automatically delete those items. You may want to consider modifying the description (preceeding it with XXX so that they can be readily identified in PFW when sorting by Description)

4) When ready to import, save the Excel file as a comma delimited file.
5) Run PFW. Go to File: System: Import Inventory
--- Create a new import definition, select the comma delimited file, and choose Display File.

FIELD ASSIGNMENTS TAB
--- Link the product code to SKU and to Vendor SKU on the right
--- Link the product description to Description on the right
--- Link the product cost to COST and VENDOR COST on the right
--- Link the product selling price(s) to Price1, 2, etc on the right
--- Link any other pertinent fields, if any.

COSTS TAB
--- Activate Update Cost
--- Activate Update Pricing

DEFAULTS TAB
--- You do need to select something, but because the inventory already exists they will retain their current dept/category. If there are new inventory items in this list, they will be assigned to the designated dept/category and can be moved later if necessary.

UPDATE OPTIONS TAB
--- Recommend use of "Update Item Only if Descriptions match" which will then place mismatched items into the designated dept/category above.*
--- Recommend use of "Add/Update Imported Items To Vendor Inventory List" which will then prompt with the new vendor cost when adding the item to a future purchase order.

*Note: If you use "If Item Already Exists, UPDATE EVEN IF DESCRIPTION IS DIFFERENT" PFW will only match the SKU and overwrite your description with the description provided in the excel file.

UDFs
This can be left blank

NUMERIC FORMAT
Choose as appropriate

MATRIX
This can be left blank

SKUs
--- "Delete Dashes In Imported SKU" Turn this OFF if your vendor is using dashes in skus.

6) MOST IMPORTANT!!! Make a backup before executing the import.
Go to File: Backup: Backup Files Now.

7) Run the import. (It is best if everyone else is out of PFW and not accessing inventory list or vendor inventory list.)
--- Go to File: System: Import: Import Inventory. Highlight the correct definition and choose Import.

If things go wrong, you can restore the backup, make corrections, and try again.

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Questions? Call 866-368-2266
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