PlanIt EPOS

Purchasing & pricing

Importing a supplier price list from PDF, Excel or CSV

A supplier price change used to mean an afternoon of re-keying. Now it is the file the rep emailed you, dropped onto one screen, read for you and checked by you before a single cost moves.

Where
Menu → Price Sheet Import
Who
Owners
Time
About 8 minutes
  1. 1

    Drop the file in

    Press Import price list and drop in the sheet: CSV and Excel are read instantly in your browser, PDFs up to 6MB are read by AI line by line. Name the supplier — pick an existing one or type a new name and it is created. Every list belongs to a supplier, which is what links the products to them under Buying.

  2. 2

    Map the columns

    For a spreadsheet, say which columns hold the supplier’s code, the description, the cost and, if present, the barcode and pack quantity. A PDF comes out already split into those fields for you to check.

  3. 3

    Decide what the import may change

    At the top of the review: for products you already have, choose Cost only — leave my prices alone, Cost, and set a price only where there isn’t one, or Cost, and re-price everything from it. If prices are being set, choose the basis — mark-up on cost or margin of selling price — and the rounding (.99, .95, nearest 10p, nearest £1 or none).

  4. 4

    Review the matches

    Each row shows the SKU, description, barcode, cost and what it matched in your catalogue: an existing product, or new product. Accept rows individually, accept all, reject the ones you do not stock, and correct a wrong match by picking the right product. Un-accept all starts the decisions again.

  5. 5

    Apply it

    Apply and the accepted rows land: costs updated, prices set according to your choice, new products created under the supplier with the category and unit you gave them. The import stays listed under Price lists with its row and match counts, and each product keeps its cost history.

Tips for a clean import

  • Ask the supplier for a spreadsheet if they have one; it imports without the AI step and is exact to the penny.
  • If your products carry the supplier’s own code (their code, off the delivery note), matching is far more reliable than by description.
  • Do the first import with Cost only, then reprice a category at a time under Pricing → Repricing, with the preview open.

Questions merchants ask

What if the PDF is a scan?

It is read as an image, page by page. Check the review more carefully than you would a spreadsheet — a smudged 8 can become a 3.

Will it change my stock quantities?

No. A price list only changes products, costs and prices. Quantities come from Import stock levels or goods in.

Not covered here?

Ask PlanIt inside the app answers questions from your own data and opens the right screen. For anything else, support is a message away and goes to someone who understands trade counters.

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