The BidClips 1.6.0 release will eliminate the need to manage your parts list manually. The new parts import functionality will enable you to upload your parts lists into BidClips with the click of a button. The parts import functionality will allow you to create new parts and update existing parts in the same upload process. Additionally, you will be able to export your parts list from BidClips into a comma-separated values (.csv) file at any time.
The article and video below provide more detail on how to use the new parts import and export functionality within the BidClips platform. In order to get accustomed to the new Import and Export parts functionality, it is helpful to first perform an Export Parts process.
Note: The processes outlined in this article, and its associated video, are described using a Google Chrome web browser. The article and video will also assume you will be viewing and working with your .csv parts list in Excel.
If you are an existing user of the BidClips platform, you will likely notice that the 'Parts' option has been removed from the navigation menu on the left-hand side of the screen.
You will now access a parts list for each shop linked to your BidClips Provider Portal individually. You will do this by clicking on the 'Shop' link in the Configure section of the navigation menu on the left-hand side of your Provider Portal.
This will bring you to the 'Shop Information' page where you will notice a new Parts icon within your shop action buttons.
Click on the 'Parts' () icon to begin the process.
On the Part List page, you will notice two new buttons - 'IMPORT PARTS' and 'EXPORT PARTS' - in addition to the '+ ADD PARTS' button you are accustomed to seeing.
To start the process, simply click the 'EXPORT PARTS' button. You will then see a pop-up panel confirming the name of the shop you are about to export. Click the 'EXPORT PARTS' button on the pop-up panel to continue.
You will notice that your existing Parts list has been downloaded as a comma-separated values (.csv) file and is available to open immediately in the bottom left-hand corner of your browser. It has also been copied to your default downloads folder if you want to retrieve it at a later time.
Finally, you will notice a '100%' icon in the upper right corner of the Parts List page. This icon indicates that the Export process has completed.
You will simply click the 'CLOSE' button to make it disappear.
Here is a sample snippet of what your parts list will look like once opened in Excel.
Note: If your shop does not currently have any parts, you will only see column headings.
The complete list of data fields, along with a brief description, that are included in your Export include:
|_id||BidClips database object ID|
|restocking_fees_currency||Restocking fees currency/percentage value ($ or %)|
|customer_price||Numeric value use by BidClips in bid creation process|
|description||Alphanumeric part description|
|cost||Numeric, two decimal part cost|
|need_to_order||Boolean ('TRUE'='yes',' ' = 'no') to mark part as needing to be ordered|
|lead_time||Numeric, integer lead time (in days)|
|has_restocking_fees||Boolean ('TRUE'='yes',' ' = 'no') to mark part as having restocking fees|
|restocking_fees_amt||Numeric, two decimal restocking fee amount, used in conjunction with restocking_fees_currency field|
|eligible_member_price||Boolean ('TRUE'='yes',' ' = 'no') to mark part as being eligible for member pricing discounts|
|part_number||Alphanumeric part number|
|quantity||Numeric value use by BidClips in bid creation process|
|schema_version||BidClips database schema version|
|updated_user||User who last updated the part|
|updated_date||Date part was last updated|
|created_user||User who created the part|
|created_date||Date part was created|
NOTE: Since the parts export file is a comma-separated value (.csv) file, you may have to make some manual formatting changes if any of your existing parts or part descriptions contain commas. The existing commas will cause data to shift right into its own field and can be aligned properly by removing the previously existing commas.
Now that you are familiar with how to export your parts list, you will be more prepared to execute the Import process. It is best practice to first perform the parts Export process so you have a file layout template to use.
Import file requirements are:
* Must be in comma-separated values (.csv) format
* Must contain correct field column headings (can be obtained by executing the Export parts process)
The complete list of data fields, along with Import notes and tips is shown below:
|Field Name||Description||Allowable Values||Required for Import?||Import Notes/Tips|
|_id||BidClips database object ID||blank or existing BidClips database object id.||Required for Update Only||This value must match the BidClips database object Id if you wish to update the part. This value can be obtained by performing the Export parts process.|
|restocking_fees_currency||Restocking fees currency/percentage value ($ or %)||blank, '$', or '%'||No||Flag used in conjunction with restocking_fees_amt field; determines if the amount in restocking_fees_amt field is in dollars ('$') or percentage of part cost ('%').|
|customer_price||Numeric value use by BidClips in bid creation process||Leave blank||No||This field can be IGNORED.|
|description||Alphanumeric part description||Alphanumeric, no commas)||Yes||Use of commas will cause data import issues and invalid field values. Do not include commas in parts description field.|
|cost||Numeric, two decimal part cost||Numeric, two decimals||No||This represents the parts cost that will be used in bid creation calculations|
|need_to_order||Boolean ('TRUE'='yes',' ' = 'no') to mark part as needing to be ordered||blank or 'TRUE'||No||Used in conjunction with lead_time field.|
|lead_time||Numeric, integer lead time (in days)||Integer||No||Used in conjunction with need_to_order field; is the lead time (in days).|
|has_restocking_fees||Boolean ('TRUE'='yes',' ' = 'no') to mark part as having restocking fees||blank or 'TRUE'||No||Used in conjunction with restocking_fees_currency and restocking_fees_amt fields; determines if restocking fees exist.|
|restocking_fees_amt||Numeric, two decimal restocking fee amount, used in conjunction with restocking_fees_currency field||Numeric, two decimals||No||Amount used in conjunction with restocking_fees_currency field; this value will be in dollars ('$') or percentage of part cost ('%') based on the restocking_fees_currency flag value.|
|eligible_member_price||Boolean ('TRUE'='yes',' ' = 'no') to mark part as being eligible for member pricing discounts||blank or 'TRUE'||No||Used to make the part eligible for member pricing discounts.|
|part_number||Alphanumeric part number||Alphanumeric, no commas)||Yes||Use of commas will cause data import issues and invalid field values. Do not include commas in parts number field.|
|quantity||Numeric value use by BidClips in bid creation process||Leave blank||No||This field can be IGNORED.|
|schema_version||BidClips database schema version||Leave blank||No||This field can be IGNORED.|
|updated_user||User who last updated the part||Leave blank||No||This field can be IGNORED.|
|updated_date||Date part was last updated||Leave blank||No||This field can be IGNORED.|
|created_user||User who created the part||Leave blank||No||This field can be IGNORED.|
|created_date||Date part was created||Leave blank||No||This field can be IGNORED.|
To start the process, simply click the 'IMPORT PARTS' button. You will then get a pop-up panel asking you to select a file to import. You select a file by clicking on the 'SELECT FILE' button. You will notice that the panel suggests executing an Export process first to get a sample .csv template to assist. You already know the format, so we will just go ahead and run the import.
NOTE: If you do not select a .csv file type, you will get an error message.
Once you have selected the correct .csv file you want to import, it will be shown on the pop-up panel under the Shop Name.
You are now ready to go, and can click the 'IMPORT PARTS' button on the pop-up panel.
Finally, you will notice a '100%' icon in the upper right corner of the Parts List page. This icon indicates that the Import process has completed.
Click on the '100%' ( ) icon to see a summary count of new parts, updated parts, and number of errors.
If you want to see more information regarding any import errors that were encountered; click on the 'Show Error Details' link. This will tell you which row of the .csv file the error was encountered, the part number and part description values attempted to be imported, the field/column name, and some more detail about why the error was encountered.
You will simply click the 'CLOSE' button on both open panels. Once those open panels are closed, the '100%' icon will disappear.
Common Import errors are:
* Non-numeric values for part costs, lead time days, and/or restocking fee amount field(s).
* Invalid (not '$' or '%') values for restocking fees currency flag field.
* Invalid (not blank or 'TRUE') values for 'need to order', 'has restocking fees', and/or 'eligible for member pricing field(s)'.
* Missing BidClips object id values for existing parts to be updated.