Mass Uploading Materials via Spreadsheet in Ontraccr

📥 Uploading Materials via Spreadsheet in Ontraccr 

Overview

If you need to add a large number of materials at once, Ontraccr allows you to import them using an Excel spreadsheet. This method is faster than manual entry and ensures your material data is consistent and structured.

This guide walks you through how to upload materials using a template and map your spreadsheet columns to Ontraccr’s fields.

🧾 Step 1: Prepare Your Excel File

Before uploading:

• Use an .XLS or .XLSX file.
• Organize your data into columns such as:
  • Name (required)
  • Description (required)
  • Part Number (required)
  • Supplier (optional)
  • Purchase Cost
  • Markup
  • Units
  • Quantity (if inventory tracked)

📌 Tip: You can request a pre-built import template from Ontraccr's Customer Success team.

📤 Step 2: Upload the Spreadsheet

1. Go to the Materials Page.
2. Click Add + → Upload.
3. Click Upload File and choose your spreadsheet.
4. Select the Division (if applicable).
5. Choose the worksheet/tab within your Excel file.

🧩 Step 3: Map Your Columns

Ontraccr will ask you to map each spreadsheet column to a database field.

• Name → map to column with part/item name
• Description → map to product or sales description
• Part Number → must be mapped
• Optional:
  • Supplier
  • Purchase Cost
  • Markup
  • Units
  • Quantity

📌 Required fields must be mapped to proceed. If a field is missing, the system will flag it.

🧾 Step 4: Review & Clean the Data

After mapping:

• You’ll enter a preview mode where you can:
  • Scroll through imported records
  • Make final adjustments (e.g., fix typos, correct part numbers)
  • View validation errors (highlighted in red)

✅ Step 5: Submit the Import

Once you’ve reviewed all entries:

1. Click Submit.
2. The system will upload and save all valid materials.
3. They will appear in your selected folder on the Materials Page.

📌 Tip: If you have thousands of materials, split them across multiple tabs or files for easier mapping.

🔄 Updating Existing Materials

Need to refresh costs, pricing, or descriptions in bulk?

• Option 1: Use Change Cost / Markup tools (see Article 11).
• Option 2: Delete your old materials and upload a new sheet with updated data.

🧠 Real Use Cases

• Onboarding a large vendor catalog
• Migrating from spreadsheets into Ontraccr
• Refreshing outdated pricing