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Import materials (spare parts list)

Use the template to import spare parts list in bulk

Steven Quayle avatar
Written by Steven Quayle
Updated over 2 years ago

Before importing materials it's important to fully understand the role of materials and what constitutes a material. Review the materials help content.

In essence, the materials list is a global list of spare parts and consumables that could be used anywhere.

The materials import does not include actual inventory figures, just the list of materials.

Each material should appear just once in the list, otherwise, double listings will be created. Likewise, if performing an import on a future occasion, ensure there are no double-ups with existing materials, otherwise, double listings will be created.

There are two methods by which to add materials to Maintainly:

  1. Individually add

  2. Import a list - follow the guidelines below

Material import template

To obtain the material import template file:

  1. Navigate to Materials;

  2. Click the three-dot menu, located to the right of the screen;

  3. Click Import;

  4. Click Download template. The template will download in Excel format

    (NOTE: Only the supplied template, in the exact form without alteration, other than adding the applicable data, in .xls and .xlsx file format can be imported).

Populate the materials import file

Mandatory fields:

  1. Title - A unique name by which the material is referred to. This can essentially be a nickname or a combination of names that will best position technician users to find and select the material when performing a task;

  2. Material Type - A grouping mechanism by which filtering and reporting can take place (eg. mechanical, electrical, consumable, safety equipment, etc.).

  3. Unit Measure - The unit by which the material will be both purchased and consumed (eg. unit, kg, pounds, etc.)

Optional fields:

  1. Maintainly Number - Always leave blank. Maintainly will assign a number to each material that is imported.

  2. Manufacturer - the name of the company or brand that produces the material

  3. Model - The technical name by which the material is ordered from the manufacturer, or is otherwise known as.

  4. Unit Price - The current purchase price. The unit price will then become a moving average unit price if using maintainly Orders.

Import materials

NOTE: It is highly advisable to provide Maintainly with a copy of the import file for review and feedback, prior to commencing an import, via chat.

To import materials:

  1. Navigate to Materials;

  2. Click the three-dot menu, located to the right of the screen;

  3. Click Import;

  4. Click Browse Files and select the appropriate file;

  5. In the dropdown menus, select the appropriate field name as they correspond to the sample of data that's being imported;

  6. Click Next;

  7. Click Import. Depending on the size of the import, it may take several minutes for the list to update with the new materials.

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