Importing Supplier Price Lists

Neptune CRM Location: Inventory > Products or Inventory > Pools, then Import price list

When a supplier sends a new price list, you can import it into Neptune instead of updating each product by hand. Neptune reads the spreadsheet, matches each item to your existing products, shows you exactly how each cost and sell price will change, and lets you add any new products at the same time.

The first import from a supplier takes a few minutes to check. After that, Neptune remembers which of your products each item matches, so the next price list from that supplier is mostly done for you.

Before you begin

Supplier imports are available only when enabled for your account. If Import price list is missing, ask your administrator or Neptune support about access.

• You need to be an admin.
• Have the price list as an Excel (.xlsx, .xls) or CSV file. If the supplier sent a PDF, ask them for a spreadsheet version.
• Review the proposed sell prices for new products during the import. If your organisation needs a default import markup, ask Neptune support to confirm its setup; the current organisation settings page does not expose that control.

Step 1: Upload the price list

1. Open Inventory > Products for equipment, or Inventory > Pools for pools, and click Import price list.
2. Choose whether the price list updates Equipment or Pools.
3. Click Choose file and select the price list.
4. If the file has more than one sheet, choose the Sheet to import. Each import reads one sheet, so import other sheets separately.
5. Click Continue.

Step 2: Supplier and columns

Who is this price list from? Enter the supplier’s name, for example “Leisure Pools”. Neptune suggests one from the file. Use the same name every time you import from this supplier: Neptune uses it to remember the supplier’s columns and which of your products each of their items matches.

Which row has the column headings? Most price lists have a title above the table. Choose the row that contains headings such as Model, Code or Price.

Columns. Match each Neptune field to a column in the sheet:

Neptune suggests a match for each field. Check the Preview below the columns to make sure names and costs look right. Rows without a name and a cost, such as headings and notes, are skipped.

For pools, choose the pool’s buy price as Cost and map any separate freight charge to Custom freight. Do not include a separate delivery charge in the freight column.

Click Review changes when you’re happy. Neptune saves these columns for this supplier, so next time they’re filled in automatically.

Step 3: Review and apply

Each item from the price list appears as a card, sorted into three tabs:

• Updates: items matched to one of your existing products.
• New: items you’ve chosen to add as new products.
• Not imported: items that aren’t matched yet, or that you’ve chosen not to import.

How items are matched

Each card shows the Neptune product an item is matched to and how it was matched:

• Matched from a previous import: you’ve imported this item before.
• Matched by product code: the supplier’s code matches your product’s code.
• Matched by model name and size (pools): the model name and size match one of your pools.
• Suggested: Neptune suggests the closest product, with how confident it is, for example “Suggested, 93% match”. Confident suggestions are selected for you. Less certain ones show a Confirm button and won’t be applied until you check the product and click Confirm.

To change a match, choose a different product from the dropdown. Products are grouped by category, and you can type a product or category name to search. Neptune’s suggestions appear at the top.

How prices change

Each card shows the change for cost and sell price, for example $1,017.00 → $1,333.00 +31%, with a short reason underneath. Hover over the info icon to see the full working.

Choose how sell prices are calculated at the top of the page:

• Keep each product’s markup (default): the sell price moves with the cost, keeping each product’s current markup. For pools, the markup applies to the cost plus delivery and freight, the same as on the pool form.
• Keep current sell prices: cost and any imported freight can change, while the sell price stays the same. The card shows how this changes each product’s markup.
• Use the supplier’s sell price: available when you’ve mapped a sell price column.

You can type over any cost or sell price on a card. To go back to the calculated price, click the undo icon.

Pool freight

On each pool card, review the Freight amount and change it if needed. It is saved as the pool’s custom freight when you apply the import, for both existing and new pools.

• A positive amount replaces the organisation’s default pool freight. The organisation’s delivery cost still applies.
• A blank amount keeps an existing pool’s custom freight. For a new pool, it uses the organisation’s default freight.
• Zero uses the organisation’s default freight, the same as on the pool form. It does not mean free freight.

The card shows the default freight beside the input. With Keep each product’s markup, changing freight recalculates the sell price. With Keep current sell prices, it recalculates the markup instead. For a new pool, the selected markup applies to the pool cost plus delivery and freight.

If you’ve already saved columns for this supplier, select the freight column under Custom freight once. Neptune will remember it for later imports.

Adding new products

To add an item as a new product, change its action to Create new. Then:

• For equipment, choose a category under Assign to category. Neptune may suggest one.
• For pools, fill in Pool details: size, volume and loads.

New products are priced using the Markup for new products at the top of the page. It starts from your default import markup, and changing it only affects this import.

Rows that need attention

A card marked Needs attention says what’s missing, for example a category, a sell price or a match to confirm. Use the Needs attention filter to see only these cards.

To change several cards at once, select them (or use Select all on this page) and choose Create as new, Don’t import, or set a category or pool detail.

Apply the changes

1. Click Apply changes and check the summary.
2. Click Apply changes again to save.

Only cards that are ready are saved. Cards that still need attention are left out. Import the same file again later to finish them, and anything you’ve already applied will be matched automatically.

Next time you import from this supplier

Neptune remembers which of your products each of the supplier’s items matches. When their next price list arrives, import it the same way. Items you’ve imported before are matched straight away, so you only need to review the price changes and any new items.

Tips

• Use the same supplier name each time. Matches are remembered per supplier.
• Map the code column. Supplier codes give the most reliable matches.
• Check costs are excluding GST. Make sure the cost column you choose is the same basis as your product costs in Neptune.
• Nothing is deleted. Products that aren’t in the price list are left as they are.

Frequently asked questions

Can I import the same file twice? Yes. Items you’ve already applied are matched to the same products, so importing again doesn’t create duplicates.

Why was an item matched to the wrong product? Choose the right product from the dropdown before applying. Neptune remembers your choice for next time.

Are my prices shared when Neptune suggests matches? Neptune uses an AI service to suggest columns and matches. It sends product names, codes, sizes and categories, never your costs or prices.

Where can I learn more about products and pools? See Products.