📥 Import: Supplier Products (Create & Update)
In Optiply, a "Supplier Product" is the specific connection (or link) between a product in your catalogue and the supplier you purchase it from. This connection holds crucial purchasing data like cost, lead time, and minimum order quantities.
While we highly recommend syncing this data automatically via your primary integration or our API, you can also manage this data manually through bulk CSV imports.
This guide covers both creating new supplier connections and updating existing ones.
➕ 1. Creating New Supplier Products (Linking)
"Creating" a supplier product means you are establishing a brand-new connection between a product and a supplier.
⚠️ CRITICAL WARNING: Check Your Integration First! You should only create supplier products through manual import if your main integration does not support syncing this data. If your integration does sync supplier links, a manual CSV import will create disconnected duplicates in Optiply that will not communicate with your source system.
Note: You can only create a supplier product link if both the product and the supplier already exist in your Optiply environment.
Step 1: Go to the Product Page, select the Supplier Products tab, and then click on Imports.
Step 2: Choose Your Action. Select Add new supplier products and click Next.
Step 3: Choose Your Identifiers. Tell the system how to match your data. Choose your Supplier identifier (Optiply ID or Supplier name) and your Product identifier (Optiply ID, SKU, EAN, or Article code). Click Next.
💡 Important Note on Product Identifiers: When mapping your columns, the "Product Identifier" always refers to your main webshop product. Identifiers that are specific to the supplier (such as the Supplier Product ID, Supplier Article Code, Supplier SKU, or Supplier EAN) are not considered valid identifiers for this matching step and will cause the import to fail.
Step 4: Review Attributes & Download Template. Here, you can download a template and see all available attributes. To create a link, the first 3 columns are mandatory: Product Identifier, Supplier Identifier, and Product Name. Add any additional attributes you want, then click Next.
Step 5: Upload Your File. Drag and drop your ready .csv file here and click Next.
Step 6: Match Your Columns. Match the columns in your file to the ones used by Optiply. Pay close attention to mapping the correct Supplier ID and Product ID! Click Next.
Step 7: Final Check & Import Optiply will run a final check. If any required columns are missing, they will be flagged here. If everything is correct, click Import.
🔄 2. Updating Existing Supplier Products
If the link between your product and supplier already exists, you can use the update tool to modify attributes like pricing, lead times, or lot sizes in bulk.
Step 1: Navigate to Imports. Go to the Product Page, select Supplier Products, and click Imports.
Step 2: Choose Your Action. Select Update existing supplier products and click Next.
Step 3: Choose Your Identifiers Choose your Supplier identifier (Optiply ID or Supplier Name) and your Product identifier (Optiply ID, EAN, SKU, or Article code). Click Next.
💡 Important Note on Product Identifiers: When mapping your columns, the "Product Identifier" always refers to your main webshop product. Identifiers that are specific to the supplier (such as the Supplier Product ID, Supplier Article Code, Supplier SKU, or Supplier EAN) are not considered valid identifiers for this matching step and will cause the import to fail.
Step 4: Review Attributes & Download Template. Download the template if needed and review the attributes available for an update. Click Next.
Step 5: Upload Your File. Drop your .csv file into the designated area and click Next.
Step 6: Match Your Columns Carefully map the columns in your file to the correct Optiply attributes. Ensure your identifiers match perfectly so the correct records are updated. Click Next.
Step 7: Final Check & Import Review the final check screen for any errors. If the file is correct, click Import!
📊 3. Tracking Your Import & Viewing Reports
Once either of these imports starts, you can track the progress by navigating to Settings > Data Management > Imports/Exports.
When the file is finished processing, you will be able to view a detailed report. The report splits your data into clear columns:
Succeeded: All the lines in the file that were successfully created or updated.
Skipped: All the lines in the file that were skipped—rows that were intentionally not processed. These are not errors, but they are not updated either.
Common reasons: * The data already matches what's currently in the system (no change needed).
A required reference wasn't found, so the row was ignored rather than failed.
The row was a duplicate within the same CSV file.
A field value was outside the accepted range or format, but not strict enough to trigger a hard error.
Failed: All the lines that encountered an error and were not processed.
❓ 4. Frequently Asked Questions (FAQs)
Why am I getting an error that my product or supplier doesn't exist?
When creating a supplier product, you are simply building a bridge between two existing entities. The product itself and the supplier itself must already be imported into Optiply before you can connect them.
Can I update pricing when creating a new supplier product?
Yes! While only the Product ID, Supplier ID, and Product Name are mandatory to create the link, you can add as much available information as you want to the other columns in your creation file (like price, lead time, etc.).
How should I format prices or costs in my CSV?
When updating numbers like prices or costs, you must use a dot (.) as the decimal separator (e.g., 12.50). Do not use commas as decimals, do not use 1000 separators (like 1,000.00), and do not include currency signs (like $, €, or £). Doing so will cause the file to fail.