Introduction
Manage supplier materials in Payaca quickly by using CSV uploads. Whether you need to add new items or update existing ones including pricing and descriptionsthis guide will walk you through each step.
Accessing CSV Options
Go to Suppliers at web.payaca.com/suppliers.
Next to Add Material, choose:
Upload Materials from CSV to add new items.
Download and Update Materials from CSV to modify or remove existing items.
Option 1: Upload New Materials
1. Download the Template
Click Upload Materials from CSV.
In the dialog, select Download template (payaca_upload_supplierMaterials_template.csv).
2. Fill Out the Template
Open the CSV in Excel, Google Sheets or Numbers and enter:
Material name (≤ 500 characters)
Material description (optional)
Material category (must exist in Payaca)
Supplier reference (optional, ≤ 250 characters)
Supplier Price (Ex Tax) (number, up to 2 decimals)
Supplier tax (‘0’, ‘5’ or ‘20’; leave blank if none)
Supplier url (optional)
Create linked item with price (Ex tax) (optional, number)
Encoding: Save as CSV UTF‑8 (or “CSV (Comma delimited)” if it mentions UTF‑8).
Do not alter column headers.
3. Upload the File
Save your completed CSV with UTF‑8 encoding.
Back in Payaca’s dialog, click Upload and select your file.
Review any error messages and correct as needed.
Option 2: Update Existing Materials
1. Download Current Data
Click Download and Update Materials from CSV.
Select Download template (payaca_update_supplierMaterials_template.csv). This file includes all materials and their Payaca Ref identifiers.
2. Prepare Your Spreadsheet
Open the downloaded CSV in your spreadsheet tool.
Open your supplier’s latest price list in the same workbook on a separate sheet.
Name your sheets e.g. Payaca_Data_To_Update and Supplier_New_Prices.
3. Apply Updates
Keep the “Payaca Ref (DO NOT EDIT)” column intact.
Manual Updates
Edit fields row by row: price, description, category, tax, etc.
To remove a material, enter YES in the “Type “YES” to remove…” column.
Automated Price Updates with INDEX(MATCH)
Ensure your matching key (e.g. Supplier reference) is identical in both sheets.
In Payaca_Data_To_Update, click cell F2 (first price cell) and enter:
=INDEX(Supplier_New_Prices!C:C, MATCH(E2, Supplier_New_Prices!A:A, 0))
Press Enter. If you see a price, the match succeeded. An #N/A means no match, check for typos or missing entries.
Drag the fill handle down to copy the formula for all rows.
Convert formulas to values:
Select new prices (e.g. F2:F100).
Copy, then Paste Special → Values.
Column Variations and Examples
If your supplier’s new price list has data in different columns, adjust the formula accordingly. Here are two common scenarios:
Example A: New prices in Column D and matching key in Column B of Supplier_New_Prices.
=INDEX(Supplier_New_Prices!D:D, MATCH(E2, Supplier_New_Prices!B:B, 0))
Example B: Your Payaca data’s matching key is in Column G, and new prices reside in Column F of Supplier_New_Prices.
=INDEX(Supplier_New_Prices!F:F, MATCH(G2, Supplier_New_Prices!A:A, 0))
Replace the sheet names and column references (like A:A, C:C, etc.) to suit your actual template. Always verify the correct columns before copying formulas.
4. Final Upload
Copy the updated data (including headers) into a new blank workbook.
Save as CSV UTF‑8 (e.g., my_updated_payaca_materials.csv).
In Payaca’s Update materials dialog, click Upload and select your CSV.
Review confirmations or errors and adjust as required.
Best Practices
Always download the latest template before each import or update.
Test with a small batch first (5–10 items).
Double‑check: prices, VAT rates, Payaca Ref fields and encoding.
On errors, compare Payaca’s feedback to your CSV formatting.
This streamlined process ensures accurate, efficient imports and updates in Payaca. Ready to get started? Simply follow the steps above or contact support via the chat icon if you need help.