Part Imports
availability
| Platform: | WebMobile |
|---|---|
| Plan Type: | BasicEssentialPremiumEnterprise |
| User Type: | RequesterFull UserAdministrator |
This article provides detailed information about importing parts into MaintainX from a CSV or Microsoft Excel (XLS, XLSX) file using the built-in importer.
It covers:
- Parts fields you can import.
- Parts-specific import considerations.
- Troubleshooting file import and data errors.
For step-by-step instructions for importing data into MaintainX, see Import Data Into MaintainX.
Parts Fields You Can Import​
| Column in File | Field in MaintainX | Description |
|---|---|---|
| Part name | Part Name | The name of the part. It can be up to 255 characters long. MaintainX can't import a part if this cell is blank. |
| Description | Description | A short description of the part. It can be up to 4096 characters long (approximately 500 to 700 words). |
| Types | Part Types | Custom labels that you can apply to sort parts into types. This field can be used for filtering and reporting. If you enter the exact name of an existing part type, MaintainX adds that type to the new part. If you enter a new type name, MaintainX creates it during import and adds it to the new part. To add more than one part type, add a pipe character ( | ) between types. E.g., Spare Part|Electronic. If you add the Critical type in this cell, MaintainX adds it to the new part even if you enter N in the part's Critical (Y/N) cell. |
| Critical (Y/N) | Critical Part | Indicates whether the part is critical to operations. If you enter Y in this cell, MaintainX adds the Critical part type to the new part. If you enter N, it doesn't. If you add the Critical type in the Types cell, MaintainX adds the Critical part type to the new part even if you enter N in this cell. |
| Assets | Associated Assets | The assets in your MaintainX organization that use this part. If you enter the exact name of an existing asset type, MaintainX associates the new part with that asset. If you enter a new asset name, MaintainX creates it during import, and associates the new part with it. To add more than one asset, add a pipe character ( | ) between asset. E.g., Excavator 3000|Loader 120 |
| Location Name | Location | The location where the part is stored. If you enter the exact name of an existing location, MaintainX associates the part with that location. If you enter a new location name, MaintainX creates it during import and associates the new part with it. If your plan includes multi-location parts, you create a separate row for each location. For details, see Import Multi-Location Parts. |
| Area | Area | The specific area within the location where the part is stored. |
| Teams in charge | Teams in Charge | The teams responsible for managing the part. If you enter the exact name of an existing team, MaintainX associates the part with that team. If you enter a new team name, MaintainX creates it during import and associates the new part with it. To add more than one team, add a pipe character ( | ) between team names. E.g., Electrical|Production. |
| Barcode | QR Code | Barcode or QR code used to identify the part. To import it, enter the alphanumeric code in this cell. It appears as a QR code in the MaintainX application. To have MaintainX generate a barcode when you import the file, enter the word generate in this cell. |
| Quantity | Units in Stock | The current quantity of the part in inventory at the location you entered in the Location Name cell. |
| Min. Quantity | Minimum in Stock | The minimum quantity of the part that you want to have in inventory. |
| Unit Cost | Average Unit Cost | The cost per unit of the part. Enter a numeric value without currency symbols. |
| Vendor | Vendors | The supplier of the part. If you enter the exact name of an existing vendor, MaintainX associates the new part with that vendor. If you enter a new vendor name, MaintainX creates it during import and associates the new part with it. To add more than one vendor, add a pipe character ( | ) between vendor names. E.g., MotionTech Supplies|LubePro Canada. If the vendors have part numbers in the Part Numbers cell, they must be in the same order as the vendors in this cell. See Map Vendors to Part Numbers in the Import Template. |
| Part Number | Vendor's Ordering Part Number | The vendor's part number that you use to order the part. To add part numbers for more than one vendor, add a pipe character ( | ) between part numbers. The part numbers must be in the same order as the vendor names in the Vendor cell. See Map Vendors to Part Numbers in the Import Template. |
Map Vendors to Part Numbers in the Import Template​
When you import a part with multiple vendors, you map each vendor to its part number by ordering them identically in the Vendor and Part Number cells.
For example, let's say you want to associate the following three vendors with a part, and add the correct part number for each vendor.
| Vendor | Part Number |
|---|---|
| FluidForce Inc. | HF-3000 |
| LubePro Canada | GRS-5544 |
| LiquiCorp East | LCE-2215 |
In the import template you'd enter the following information:
| Vendor | Part Number |
|---|---|
FluidForce Inc.|LubePro Canada|LiquiCorp East | HF-3000|GRS-5544|LCE-2215 |
This creates the following mappings:
- FluidForce Inc. → HF-3000
- LubePro Canada → GRS-5544
- LiquiCorp East → LCE-2215
Import Multi-Location Parts​
If your plan includes multi-location parts, you can set up all of a part's locations in the import file.
To define a multi-location part in the import file, create one row for each location.
- Location-specific fields such as Location Name, Area, Quantity, etc. should be different in each row.
- The rest of the part fields, e.g., Part name, Vendor, etc. should be the same in each row.
For example, a part with two assigned locations, and 25 units in stock across those locations might look like this:
| Part name | Vendor | Location Name | Area | Quantity |
|---|---|---|---|---|
| HVAC - Filter 592⨉492 | * Apex Mechanics | Parts Warehouse | shelf8r | 18 |
| HVAC - Filter 592⨉492 | * Apex Mechanics | Maintenance Shop | shelf4m | 7 |
Troubleshoot Part Imports​
Parts Import Errors: File Upload​
If MaintainX can't import your file, it displays an error message. The following table explains the errors you might encounter, and suggests possible fixes.
| Error | Description | Fix |
|---|---|---|
| Parts import has <NUMBER> rows but you can only import 1000 rows or less | The import file has more rows than the importer supports. | Split the import file into two or more smaller files, and import those. |
| Nothing to Import | None of the rows in the import file are valid. For example, you might have an invalid Criticality in every row. | Correct the errors and reimport the file. For more information about the format and column names MaintainX expects, see Fields You Can Import. |
Handling Other Upload Errors
Depending on your MaintainX organization setup, you might encounter other upload errors not listed in this section. In that case, contact MaintainX Support.
Parts Import Errors: Rows and Cells​
MaintainX ignores rows that it can't import, and displays error messages for those rows in the upload summary. You can't fix import errors from the upload summary screen. Instead, you can do one of the following:
- Fix the errors in the import file, and reimport it.
- Copy the lines with errors into a new import file, fix the errors, and import the new file.
The following table explains the errors you might encounter, and suggests possible fixes.
| Error | Description | Fix |
|---|---|---|
| Part name is required | The Name column, or equivalent, for this row is blank. | Add a name for the part and reimport it. |
| Part already exists | A part with the same name that appears in the Part name column, or equivalent, already exists in your organization. | Verify whether the part is actually a duplicate. If it isn't, give it a different name and reimport it. |
| Invalid value | The column value for this row doesn't match any of the possible values for the field in your organization. This can happen when the column is matched to a dropdown type custom field in your organization, but the column value doesn't match any of the dropdown values. | Change the value to an accepted value for the field in MaintainX and reimport the part. |
| This field cannot contain more than one value | The Location Name column has two or more values separated by pipe characters. E.g., Location1|Location2|Location3. This usually occurs when you want to import multiple locations for the same part. | To import multiple locations for the same part, create multiple rows for the part—one row per location—and reimport the row. For details, see Import Multi-Location Parts. |
| A row with Part Numbers must also have Vendors | The row has a value in the Part Number field, but the Vendor Field is empty. Because Part Number represents the ordering part number for a specific vendor, you must specify a vendor. | Add a vendor name in the Vendor field and reimport the part. |
| If you use the same part name more than once, you must add a value in the Location field. This creates a multi-location part. You must specify a different location for each instance of the part | If the import file contains the same part name more than once, MaintainX assumes you're importing a multi-location part. | Add a location for each instance of the part (see Import Multi-Location Parts) and reimport the row. |
| A part with multiple locations cannot use the same location more than once. | If you import a multi-location part (see Import Multi-Location Parts), each row for the part represents a different location. If two rows for the same part have the same location, MaintainX assumes you're trying to add the same location to the part twice, which isn't possible. | Make sure that each row for the part has a different location and reimport the row. |
| Values that are not specific to a location must be the same for each instance of a part with multiple locations | If you import a multi-location part (see Import Multi-Location Parts), each row for the part represents a different location. Columns that have nothing to do with the location should have exactly the same data in each of the part's rows. | Make sure that every row for the part has the same values except for the following location-related columns:
|