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, optionally enter Size, Volume and Loads under Pool details. Leave unknown values blank; Neptune saves them as 0 on the new pool. Missing pool details do not prevent an otherwise ready row from being imported.
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
- Click Apply changes and check the summary.
- 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.
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.