Most suppliers send a price list: everything they sell, with codes, barcodes, sizes, trade prices and retail prices. Load it into BeNotely and it's kept on that supplier, ready to pick from. Nothing is added to your products until you count, receive or add it, so your product list stays what you actually stock.
Add a price list
Open Services & products, then Products, then the Suppliers tab, and press Add a price list. It's also on each supplier, under Settings → Import, and in search.
Upload the file your supplier sent: Excel, CSV, a PDF, or a photo of a printed page. You can also paste rows straight from a spreadsheet. A workbook with several tabs comes in whole. We read the file and show you what would come across. Nothing is saved until you press Import.
A PDF or a photo takes a little longer: we read every page first. A long PDF can take a few minutes.
What the preview asks
The preview starts with what needs your answer, then what to check.
- Which supplier is this list from? Pick one you have, or type a new name. The list is kept on that supplier.
- Which price do you pay? When the list has more than one trade price, a list price and a discounted price for example, choose the one you pay. It's saved as the cost of each product that comes across, so you can see your margin.
- Prices in this file are ex. GST or inc. GST. Supplier lists usually show trade prices without GST. The line underneath shows what a price in the file is saved as.
- Grouped into one product. Lines named the same except for a colour or number at the end, like a colour range with a hundred shades, become one product with each shade as an option. You can make each line its own product instead.
- Tidy the names. Capitals become Title Case, and sizes and notes like "(QLD ONLY)" come out of the name.
- Categories. Products go into the list's categories when they come across. Press Rename to change any of them.
- Brand and Alert me when a size gets down to, for every product that comes across from the list.
- Good to know. Sizes listed twice, often old and new packaging, become one size with both barcodes. A barcode whose last digit doesn't add up is left off. A barcode Excel turned into a number like 8.71928E+12 can't be read: export the list again as an Excel file (.xlsx).
- How we read your columns. Every column and what we read it as. Press Change to fix one.
How products come across
- Count stock. Search or scan as you count. A line from a price list shows as new, from that supplier's list. A count above 0 adds it to your products when you save, with that count as its stock.
- Stock arrived. The same, with the number that arrived as its first stock.
- Add product. Search your price lists at the top, tick the sizes you carry and press Fill in. The product fills in with its name, category, brand and supplier, and each size's price, cost, barcode and code. Check it and save. If one of its sizes is already in your products, Add these sizes adds the rest to that product.
- On the supplier. Tick lines and press Add to my products to add several at once.
A size that comes across keeps its barcode, so it scans from then on. If a barcode is on two suppliers' lists, the scan asks which supplier.
A newer list
When your supplier sends a new list, open the supplier and press Replace with a newer list. Lines are matched to your products by barcode, then code, then name and size.
- Prices changed on products you stock are listed with the old and new price and cost. Choose Update the prices or Keep your prices. A price you've changed since the preview is never overwritten.
- Your products from that supplier that the new list no longer has say Not on the supplier's latest list on your Products page, so you know before you reorder. Only products with a barcode or code are checked, since those are what the list is matched on.
- Stock is never touched.
Undo
For 7 days, Undo this import takes the list back. A list it replaced comes back, and prices it updated go back unless you've changed them since. Products already added from it stay.
Does a price list show at checkout or in reports?
No. Only your products do. A line from a price list becomes a product when you count it, receive it or add it.
Can I type a price list in by hand?
A product you type in is one you stock, so use Add product and choose the supplier there. On a supplier's page, Add product under Your products starts with that supplier chosen.
Who can see trade prices?
Only people who manage your services and prices. Everyone on your team can find lines on a price list when they count stock or record a delivery, without seeing what things cost.