How to Import Parts

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. [tip] The CSV template to Update your parts is different from the one used to import new parts. Click here for more information on updating your parts![/tip]
Check out a video tutorial on importing parts/inventory. You can also find this at 20:18 of our general Data Importing Webinar.

How to Import Parts

[tip] 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! [/tip]

  1. Download Parts Data Import” Sheet
  2. Open the CSV in Excel/Google Sheets
    • Do not add, remove or change any headers in Row 1
    • Add in your data beginning with Row 2
    • To add in custom fields, see the next section.*
  3. Save the CSV file
  4. Upload the CSV under the Parts tab > Import > Import your File

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


*Need to add a custom field?

  1. You can add custom additional properties to your locations beginning in Column P.
  2. Title a new column CUSTOM|(new field name/additional property).
    1. For example: CUSTOM|GPS #
  3. Add in your custom values in the rows below.

Guide

Column Notes
A – Part Name Enter in a name for the Part

  • Ex: Vacuum pump filter
B – Description Enter in a description for the Part

  • Ex: Make/manufacturer information
C – Quantity Enter in your quantity on hand

  • Ex: 15
D – Cost per unit Enter in the cost for this Part

  • Ex: 89
E – Serial Number Enter the Part’s Serial Number. This is synonymous with barcode.

  • If left blank, you can later go into this Part to assign a “Random Barcode”
F – Area Enter in the description as to where this Part is stored (this is not the Location)

  • Ex: Third shelf or Second closet
G – Minimum Quantity Enter the minimum quantity for this Part. The system will show a notification for when your stock begins to run low

  • Ex: 5
H – Additional Part Details Enter in any additional Part details

  • Ex: Measurements or Year of manufacturer
I – Location ID Locate the Location ID via the URL Address. This is the last ten characters after the forward-slash. Please see the example below:
J – Category Enter in a category for this Part. Categories will allow you to easily find a “group” of Parts in the future and generate accurate reports

  • Ex: Electrical
K – Asset ID Locate the Asset ID via the URL Address. This is the last ten characters after the forward-slash. Please see the example below:​
L – Assigned User ID Locate the User Assigned ID via the URL Address.  Select the user in the People & Teams section. This is the last ten characters after the forward-slash. Please see the example below

  • Leave blank if not applicable
M – Assigned Team ID Locate the Team Assigned ID via the URL Address.  Select the team in the People & Teams section. This is the last ten characters after the forward-slash. Please see the example below

  • Leave blank if not applicable
N – Assigned Vendor ID Locate the Vendor Assigned ID via the URL Address.  Select the vendor in the Vendor section. This is the last ten characters after the forward-slash. Please see the example below

  • Leave blank if not applicable
O – Assigned Customer ID Locate the Customer Assigned ID via the URL Address.  Select the Customer in the Customers section. This is the last ten characters after the forward-slash. Please see the example below

  • Leave blank if not applicable
[tip] Adding your Parts? Here is a video tutorial on importing parts/inventory. You can also find this at 20:18 of our general Data Importing Webinar.[/tip]