How to download a supplier's price list and automatically create an order

Trade automation expert at Torgsoft

How to upload a supplier’s Excel price list and view availability and prices to create an order without manual entry?

To upload a supplier’s price list, view current stock balances, and automatically create an order without manual entry, Torgsoft has a special mode — «Supplier warehouse».

This tool allows you to upload a list of products from the supplier’s Excel file, view their quantities and prices, compare them with your database, and quickly create an order.

Here is a detailed algorithm on how to do this:

1. Preparing the Excel file

Before importing, make sure the supplier’s price list has a clear structure.

The document must contain columns: product name, SKU, barcode, quantity in the supplier’s warehouse, purchase price, etc.
It is recommended that all values in the table (especially barcodes and SKUs) have a text format. For files where one column may contain both numbers and text, saving values in text format will help avoid errors during upload.

2. Uploading the price list to the program

The upload is performed through the main menu item Document -> Supplier warehouse.

After opening this mode, select the required Supplier from the list.
Click the Import button (its action is similar to the standard product import in the program).
Specify the path to the supplier’s Excel file on your computer and configure the matching of the file columns to the fields in Torgsoft (where the name, price, and quantity are located).
Run the import. After uploading, the «Supplier warehouse» window will display current information about availability, price (in national or foreign currency), and product quantity in your supplier’s warehouse.

Note: the program also supports automatic uploading of price lists from the supplier’s FTP server according to a set schedule. To do this, you need to specify the FTP login, password, address, and file prefix.

3. Linking products (identification)

Linking products (identification)

For the program to understand which product you are ordering, the positions from the supplier’s price list need to be linked to the products in your database:

Select the product in the uploaded price list and click the Link to product button.
The «Full list of products and services» window will open, where you need to find the corresponding product in your warehouse and click «Select».
This is necessary so that, when creating an order, all information from your product accounting card is automatically pulled in (your retail prices, parameters, etc.).
If this is a completely new product that is not yet in your database, the program can automatically create its card during the price list import.

4. Creating an order

When you see the list of the supplier’s products, their prices, and stock balances, you can proceed to ordering:

Select the required products and click the Add product to supplier order button.
A window will open where you will see the product photo (if available) and its name. In the Quantity field, enter the quantity of the product you want to order and click the Save button.
The selected positions will appear in the «Selected product» window.
After checking the list (you can also edit the quantity or remove unnecessary items here), click the Create order button.

As a result, the program will automatically create an official supplier order document. If the price list contained products with different purchase currencies, the program will separate them automatically and create several separate orders for each currency. You can view and continue working with the completed order in the menu Document -> Supplier order.

Програма обліку товару для інтернет-магазинів, крамниць, торгових точок, складів та виробництва

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