Using the Material Import Utility
Importing Materials into Manage360 is a key setup component and a big part of being able to generate accurate Estimates. Using the Material Import utility will allow you to do this quickly and easily. The import utility uses a .CSV file (typically created with a spreadsheet program like Excel or Numbers). Only Manage360 Users who have either Administrator, Owner or Settings Administrator will be able to use this utility. It can be accessed from the main Material List page or from the Settings page (in the ‘Costbook Settings‘ section – Import Materials).
A link to a template/sample file that lists all of the relevant information can be downloaded from the Import pages. It is important that the order or the columns on the sheet is not altered. All of the columns on the spreadsheet will be detailed here so it will be easy to understand what is required and how the information will be added to Manage360.
The following columns are available for import (required columns will be indicated as well)
- Material Name (required) – This is the name of the material in Manage360. If the name already exists in the Manage360. If the material does not have a SKU number then the Material Name, Unit Type and Supplier will be used for matching to determine if an update should be applied.
- Spanish Name – The Spanish Name for this material. The Spanish Name will be imported if the if the Alternate Language is set in the Regional Settings and Formatting area.
- Description – The description of the material.
- Category (required) – Used for grouping of the material. If the Category does not already exist in the Manage360 site (Settings page in the ‘Costbook Settings’ section) then it will be added automatically.
- Supplier (required) – Supplier for the material. If the Supplier does not already exist in the Manage360 site then it will be added automatically. Suppliers can be seen from the Contacts -> Suppliers menu
- Division (required) – Typical Division of the material. It can be used in any Division on an Estimate.
- SKU – SKU of the material. Must be unique per Supplier of that material. If updating, the SKU and Supplier are checked to determine if the material already exists in Manage360.
- Unit Type (required) – Unit Type (i.e. Sq. Feet, Yards) of the material to be purchased. If the Unit Type does not already exist in the Manage360 site (Settings page in the ‘Costbook Settings’ section) then it will be added automatically.
- Unit Cost (required) – Cost to purchase the material. Value must be >= 0.
- Purchase Tax – Tax code (up to 4 characters) from Manage360. If blank, ‘EXMT’ will be used. Tax codes can be added from the Settings page by going to the ‘My Company Settings’ section and selecting ‘Taxes’.
- Warranty – Warranty markup to be applied to the material. If blank, the Division default will be used. Default is set from the Division page in the Settings area.
- Profit Margin – Set a specific Profit Margin on the material. If blank, the default Profit Margin from the Division will be used when adding a new material. If the material is being updated and the field is blank, then it would clear any overridden profit margin value. If a value is set, then the ‘Override’ will be checked and the value in the spreadsheet will be used for both new additions and updates.
- Fixed Price – The fixed price of the material will be set. The Fixed Price flag will be enabled. If blank, then nothing will be set on the initial import. If the field is blank and the material is being updated, then the Fixed Price flag will be cleared as will any existing fixed price value (if one exists)
- Sales Tax – Y/N or Yes/No can be used. Will set the material to Taxable if Y or Yes and Non-Taxable if N or No is used. If blank, the Non-Taxable will be set.
- Is Favorite – Y/N or Yes/No can be used. Will check the Is Favorite flag if set to Y or Yes.
- Hide on Proposal – Y/N or Yes/No can be used. Will check the Hide on Proposal option if set to Y or Yes.
Using the Import Utility
The material import for your Manage360 site can be started from either the Materials List page or the Settings section. Either of these options will open a new window to start the import process. The Sample file can always be accessed from the import window.
The Materials List page has an Import Materials button:
or Materials can be imported from Settings (int the Costbook Settings area):
In the Import window, the Sample file can be downloaded. Once it has been completed and saved, then the Import itself can begin by clicking the ‘Import’ button to browse to your file. Prior to importing, select the options: Add & Update, Add, or Update.
The import options will behave as follows:
- Add & Update – Any Materials in the list that do not match either by SKU and Supplier or by Material Name, Unit Type and Supplier will be added as new Materials into the Manage360 Costbook. Any Materials that do match as indicated previously, will be updated based on the columns selected in the ‘Columns To Update’ section. When using this option, at least 1 column needs to be selected to be updated. If a SKU is not being used, then the Material Name cannot be updated.
- Add – Any Materials in the list that do not match either by SKU and Supplier or by Material Name, Unit Type and Supplier will be added as new Materials into the Manage360 Costbook. Any Materials that do match as indicated previously, will be ignored.
- Update – Any Materials in the list that do not match either by SKU and Supplier or by Material Name, Unit Type and Supplier will be ignored. Any Materials that do match as indicated previously, will be updated based on the columns selected in the ‘Columns To Update’ section. When using this option, at least 1 column needs to be selected to be updated. If a SKU is not being used, then the Material Name cannot be updated.
If there are any issues or errors, they will be listed in the Material Import window. The errors list can also be downloaded for viewing if desired. Once there are no longer any outstanding errors, the file will be imported to your Manage360 site.