Working with Items
      Back to home
      1. Knowledge Base
      2. Precoro Setup
      3. Working with Items

      How to Update Items In Bulk

      You can quickly do the Items Update in Precoro both from the Items Management page and the document itself.

      TABLE OF CONTENTS

      Update From the Items Management Page


      You can do a mass update of your items using the Update Items button on the Item Management page.




      To update items in bulk, please follow this instruction:


      1. Download a template.

      You can download the file by the specific Category or Supplier or download the whole list of items. To do this, do not select any of the Categories/Suppliers. Just press the Download button.

      If you have deactivated the Supplier but would still like to use their items, you do not need to create duplicates, as the items will still be available in the Update Items template. The deactivated Supplier in the list will be marked inactive.



      2. Open the file and make the necessary changes.

      3. Save the file and upload it back into Precoro. 

      Uploading the file back into the system takes the following two steps:

      1. Columns Matching.

      At this stage, all the columns are preselected except for the Item Custom Fields. 

      If you have set any Item Custom Fields, you will need to map the columns manually by selecting the necessary option.

      Please make sure to choose the Name option (not the Code), especially if your Precoro account is integrated with QuickBooks because Precoro maps columns by the Item Custom Fields Names.

      You can enter either Name or Code for the required Items Custom Fields in the file. There is no need to fill out both fields anymore.


      2. Review.

      In this step, you can review if the info is pulled up correctly and if nothing is missing. Once you are ready, click the Import button on the top or at the bottom of the page.




      Once done, all the changes will be displayed in the Item Management list.

      Update Directly From the Document


      You can make the update directly from the following document pages: Invoices, Purchase Requisitions, Expenses, Purchase Orders, and Requests for Proposals.


      Follow these steps to make a successful update:


      1. Open the document you want to update, make sure you have added items, and click the Update Items button.


      2. You will be redirected to the Update Items page. By following the instructions, you can download a template file (with the items from your document), update the necessary information, and upload it back to Precoro.


      The file must be in XLSX format and should not contain the tips from rows 2 and 3, which you need to delete before the upload.

      Please do not edit the Item ID column. Otherwise, it will affect the correctness of data displayed in the Reports and Inventory sections.


      3. After Submitting the document, you will receive a system message about the download success, and the changes will be displayed in the edited items.

      The process for updating items in other types of documents is identical to the example in the recording:


      Working with Template Fields Step-by-Step


      When downloading the template file directly from the document you will get a file with tips on how to fill it out:

      Name of the field

      How to fill in
      ID or #

      When you download the template for items update, you see the filled Item ID columns.

      • These fields cannot be edited in the existing items. Otherwise, you can get an error during submission.
      • When adding a new item line, leave the Item ID field blank. The Item ID will be generated automatically.
      • When deleting an item, you should delete the entire line.
      SKU Please, do not edit the SKU of the existing item. If you want to replace the item or add a new one, you can edit this column.
      Name Please, do not edit the Name of the existing item. However, if you want to replace the item or add a new one, you can edit this column to do that.
      Description Please note that the number of characters in this field should not exceed 255.
      Quantity (field is available only from the document update template) Enter the number of items/services you need.
      Price Enter the price (it may differ from the one in the catalog). Please note that if you leave this field empty, the item will be automatically set up as Free of charge.
      Currency
      • Item currency must match the supplier's currency and the company's currency.
      • If the document currency corresponds with the company's main currency, then you can enter any currency into the item (but it also should be added and be available for the supplier and your company).
      • If the document currency is not the main currency of the company, then the items can only be in the document currency.

      Items Custom Fields
      • If you have activated the ICF Option Code for your company, then you will see the two columns for each ICF in the document: ICF Code and ICF Name. 
      • If an ICF is required, then you need to fill in at least one: either the Code or the Name fields. 
      • You need to fill in the last level of the ICF structure, not the parent one. Otherwise, you will get an error.
      Discounts: Discount Name, Discount Type, Discount Amount If you have enabled discounts, then you will see these three columns in the templates:

      Discount Name - enter the name of the discount here. This is an optional column, and you can set up a discount without a name.
      Discount Type – depending on the type of your discount, type %, or the document's currency code (for example, USD) for the fixed sum. The net total after the discount will be calculated accordingly. To add multiple types, use the semicolon mark ";"
      Discount Amount – fill in the discount amount. To add multiple amounts, use the semicolon mark ";"

      For example, if you need to give a 10% discount, enter % in Type and 10 in Amount.
      Tax

      If you have enabled Taxes for your company, you will see them in the template.

      If you want to set or edit taxes for items, fill in or edit the Tax Names in the rows needed. To add multiple Taxes, use the semicolon mark ";" If you set a Tax on a document level, do not repeat that Tax Name in this field. Otherwise, you will create a duplicate one.

      Additional important points to consider when working with Discounts:

      • If you add a document-level discount, then when you import or add items with an update, it will be automatically assigned to all items.
      • If you download the template of an update, the document-level discounts will be downloaded along with the items. Even if you delete the discounts in items, they will still be set when you download the template.
      • To remove a discount from an item, you need to delete it at the document level, and then it will be removed automatically.
      • Apart from the document-level discount, you can add as many discounts as you like at the item level. To add multiple amounts, use the semicolon mark ";"

      Tax

      If you have enabled Taxes for your company, you will see them in the template.

      If you want to set or edit taxes for items, fill in or edit the Tax Names in the rows needed. To add multiple Taxes, use the semicolon mark ";" If you set a Tax on a document level, do not repeat that Tax Name in this field. Otherwise, you will create a duplicate one.

      Additional important points to consider when working with Taxes:

      • If you add a document-level tax, then when you import or add items with an update, it will be automatically assigned to all items.
      • If you download the template of an update, the document-level taxes will be downloaded along with the items. Even if you delete the taxes in items, they will still be set when you download the template.
      • To remove a tax from an item, you need to delete it at the document level, and then it will be removed automatically.
      • Apart from the document-level tax, you can add as many taxes as you like at the item level.

      Additional important points to consider when working with Catalog Items:


      When importing or updating, you can add items so that they would get mapped with the catalog ones (this function is available for Purchase Requisitions, Purchase Orders, and Invoices).

      The mapping can come in handy when creating Receipts. You will not have to match file items with the catalog ones manually.

      For an item added through a template to be automatically mapped with a catalog one, there must be an exact match with the SKU, Name, and Supplier fields.


      In the Purchase Requisition template, you have to enter all three values: SKU, Name, and Supplier.
      In Purchase Order and Invoice templates, the Supplier will be already added at the document level, so you only need to enter the identical SKU and Name fields.

      Additional important points to consider when working with Default Supplier Options:

      • If a supplier has default ICFs, you can leave the corresponding columns blank, and they will be filled in automatically during the import/update.