Supplier Stock Import — Usage Guide

How to bulk-update supplier prices and stock levels from a CSV / Excel / Google Sheet.

When to use this

• A supplier sends you a price + stock list (CSV/XLSX) and you want it reflected in Supplier Item Price and Stock.
• You want to create new supplier item records in bulk for the first time.
• You want to refresh prices/stock for existing supplier items on a recurring basis.

The two modes

The doctype has a Use Supplier Part Number checkbox. This flag changes how rows are matched:

When to use each

• Barcode mode — first-time supplier onboarding, or any import that includes brand-new supplier items. Requires barcode on every row.
• SPN mode — recurring stock/price refreshes after onboarding is complete. No barcode column needed.

The recommended workflow is barcode-mode first, SPN-mode after — see the workflow section below.

Template format

All imports use the same template columns. Download via the Download Template button on the form.

* In SPN mode, the UOM column is read but not used to disambiguate (records are matched by SPN alone). Leave blank or populate — both work.

What gets updated

The Import Stock and Import Price checkboxes on the import doc control which fields get updated on existing records:

• Import Stock ON → updates stock_qty
• Import Price ON → updates price
• Both OFF → only supplier_part_number is updated (rarely useful)
• For new record creation (Barcode mode only), both stock_qty and price are always written.

Step-by-step

1. Create a new Supplier Stock Import

Supplier Stock Import → New. Fill in:

• Supplier — required. One supplier per import file.
• Currency — defaults to system currency.
• Use Supplier Part Number — leave OFF for first imports, turn ON for refresh imports.
• Import Stock / Import Price — tick what you want updated.

2. Provide the data

Either:

• Upload file — CSV, XLSX, or XLS via the Entry List field, OR
• Google Sheets URL — paste a shareable link (sheet must be publicly viewable).

3. Start the import

Click Start Import. The job runs in the background:

• Status moves to In Progress.
• A progress bar appears for files with more than 5 rows (Importing X of Y).
• Final status: Success, Partial Success, or Error.

4. Review the results

• Import Log — line-by-line trace of created/updated records and per-row errors.
• Export Errored Rows button (only visible on Partial Success / Error) — downloads a CSV of the failed rows with an Error column appended. Fix the rows, re-upload as a new import.
• Re-Import button — re-runs the import without changing the file.

Recommended workflow

First-time supplier onboarding (barcode mode)

1. Get a file from the supplier containing barcode + UOM + SPN + price + stock.
2. Create import doc:
   • Supplier:
   • Use Supplier Part Number: OFF
   • Import Stock + Import Price: ON
3. Upload + Start Import.
4. Each row creates a new Supplier Item Price and Stock row with both barcode and supplier_part_number populated.

Recurring price/stock refresh (SPN mode)

Once onboarding is done, the supplier's regular update feed often does not include barcodes — only their part numbers. Use SPN mode:

1. Create a new import doc for the same supplier.
2. Use Supplier Part Number: ON
3. Import Stock + Import Price: ON (or just one, as needed).
4. Upload the file (CSV needs only SPN + Stock + Price columns; the UOM/Barcode columns can be empty or absent).
5. Start Import.

Each row finds the existing SIPS record by (supplier, supplier_part_number) and updates only the stock/price fields you ticked. No barcode lookup happens — so if a supplier's barcode is missing or wrong on their feed, nothing breaks.

Error reference