Parts Uploader: stock files

Overview

A file can show as Processed while many rows remain unlinked (Parts column like 8/289). Unlinked rows need Create New Stock or a link to an existing master. Prepare columns using Good data practices.

ProductMatch

ProductMatch is the AI-assisted clean-up and matching capability that runs inside Parts Uploader. Open it from Administration → Parts Uploader, or from the Dashboard via Run ProductMatch or Upload stock file—those actions land in the same workflow.

ProductMatch helps clean and enrich uploaded product records and suggests matches against your existing catalogue. Suggestions may include improved descriptions, potential existing PartLogic codes, and related identifiers (for example manufacturer codes or GTIN where present). A person must review each suggestion before creating a new Master Product or linking a row to an existing one.

AI-assisted steps count toward your plan's AI-call allowance—see Plan & AI usage. Depending on your portal version, this may be labelled AI Tokens Used on the Dashboard; that card measures AI calls, not token counts.

• Approve (create or link) — creates a new Master Product or links the row to the suggested (or chosen) existing part so the uploader Parts count increases.
• Reject or skip — leave the row unlinked, choose a different existing match, or create a new part instead of the suggestion.

Customer product data processed for ProductMatch is not used to train or improve AI models unless you explicitly opt in. More detail: ProductMatch.

1. Open Parts Uploader

Expand Administration in the sidebar and select Parts Uploader, or use Dashboard Upload stock file / Run ProductMatch. You can also open Parts Uploader directly.

2. Download template and upload

Use Download Template if you need the expected columns, then Upload File to choose your CSV or spreadsheet. Optionally open Guide for in-portal help.

3. Processing status

The files table shows Filename, AI Assistant, Uploaded By, Upload Date (UTC), Processed Date (UTC), Processed, Parts (linked/total), and Actions. A green check under Processed means the file finished portal processing—not that every row is linked. Watch AI-call usage banners if AI matching is enabled on your plan (see Plan & AI usage).

4. Open file detail

Click the eye (view) action on a file row. Detail lists uploaded item codes, potential existing codes, descriptions, supplier and manufacturer fields, cost, status, and row Actions. Use Return to Files to go back. You can also Download Original File or Delete File when permitted. Deleting a file from Parts Uploader removes only the uploaded file and its uploader record. Parts already created from the file remain in the catalogue.

5. Create New Stock or link

For an unlinked row, choose Create New Stock. Complete Description, Manufacturer / Supplier, GTIN, and Primary Group, then Create New Part. If a potential existing code is suggested, prefer linking to that master instead of creating a duplicate—see Duplicates.

Common outcomes

• Processed but low Parts ratio — create or link remaining rows; AI quota or plan limits can stop automatic matching.
• If the uploader row does not update after creating a part, refresh the page and confirm that the linked-parts count has changed before trying again.
• Already exists — link to the existing master instead of a second create.
• Creating/linking a Master Product does not by itself put stock on a stock location—assign the part to a Site / stock location from Parts or warehouse flows when needed.

Import troubleshooting

• Unsupported file type — use the Download Template format (CSV/spreadsheet the portal accepts). Convert proprietary exports before upload.
• Required or missing columns — align headers with the template and Good data practices. Empty required fields often leave rows unlinked after processing.
• CSV encoding — prefer UTF-8. Odd characters or broken columns often mean the file was saved in another encoding; re-export as UTF-8 CSV and re-upload.
• Stuck processing — wait for Processed to complete, then refresh. If the file never finishes, contact support@partlogic.co.uk with the filename and upload time.
• Processed with unlinked rows — expected when matching is incomplete or AI allowance is exhausted. Open file detail and create or link remaining rows manually.
• Duplicate or invalid rows — review potential existing codes carefully; prefer link over create. For confirmed catalogue duplicates later, use Duplicate Finder / supersede.
• AI allowance exhausted — automatic matching may stop; finish create/link by hand or upgrade for more AI calls (Plan & AI usage).

Next steps

• Review records in Parts.
• Check Data quality after large uploads.