How to Load and Apply a Price File in Evolution

Price files allow you to import updated part pricing from an OEM or supplier and then apply those updates to your inventory.

Important: Loading a price file does not immediately update your part records. You must complete the Reprice Inventory step after the file is loaded.

Before You Begin

Confirm the following:

• You have the current price file from your OEM or supplier.
• The applicable Parts Groups are associated with the correct supplier:
  1. Go to General > Parts > Setup.
  2. Select the Parts Group.
  3. Open the Re-Price tab.
  4. Select the appropriate price file or supplier.
  5. Click Update.
• If the supplier uses another currency, confirm the current rate is entered in the Currency Rates window.

---Price File Format for Supplier/OEM---

Evolution currently offers an integration for price files from OEMs including Crown, Komatsu, Doosan, and Toyota. If Evolution does not have a supplier-specific format for your file, select Standard. The Excel file you load using the standard option must contain columns in this order:

1. Part Number
2. Description
3. Cost
4. List
5. Replaced By

Part numbers, descriptions, and replacement part numbers must not exceed 50 characters.

Standard Price File Format

Step 1: Open the Price Files Window

• Go to General > Parts.
• Select Price Files at the top of the Parts window.
• The OEM Price File Load window contains three tabs:
  • Load Price File
  • Reprice Inventory
  • Update Currency

Step 2: Load the Price File

• Open the Load Price File tab.

• Select an OEM/Supplier to Load

• Select the OEM, supplier, or file format that matches the file you received.
  •  Supplier-specific options use formats Evolution already supports.
  • Select Standard for a generic Excel price file. When Standard is selected, additional Supplier and MFG Code fields appear in the current interface

• Currency - Select a currency only when the supplier’s prices are provided in a currency different from your company’s base currency. If foreign currency does not apply, leave this field blank or use your normal currency selection.

• Prefix to Add - Enter a prefix when it should be added to every part number in the file.

  • Example: Enter KO when loading a Komatsu file if part numbers should be stored with KO at the beginning.
  • Review this carefully before loading. An incorrect prefix can prevent the imported part numbers from matching your existing inventory.

• Additional Options - Supplier-specific options may appear depending on the selected format. For example, the Bobcat format can display a choice between U.S. and Canadian pricing.

• Load the File

  • Click Load.
  • Locate and select the price file.
  • Wait for the upload status message.
  • Confirm that Evolution reports a successful upload.

The imported information is loaded into the price-file records. Your inventory parts have not yet been updated.

Step 3: Reprice Inventory

• Open the Reprice Inventory tab.

• Select an OEM/Supplier to Reprice

  • Select the supplier whose file you just loaded. Only suppliers with previously loaded price-file information are available for repricing.

• Use Part # Without Dash - Select this option when:

  • The supplier’s price file includes dashes in part numbers; but your Evolution part numbers are stored without dashes. This allows Evolution to match the records without requiring you to change the part numbers in your inventory.

• Don’t Update Description - Select this option if existing part descriptions should remain unchanged.

  • Checked: Evolution retains the current description on the part record.
  • Not checked: Evolution may replace the current description with the description from the price file.

• Run the Reprice

  • Confirm the supplier and selected options.
  • Click Reprice.
  • Wait for the completion message.

Evolution evaluates the following when determining which parts to update:

• Warehouse reprice settings
• Parts Group configuration
• Supplier associated with the Parts Group
• Part-number match
• Fields configured for repricing

The reprice process updates qualifying part records using the loaded price-file information.

How to Re-Price Inventory

Step 4: Verify the Results

• Review several sample parts after repricing:
  • Open the part in General > Parts.
  • Confirm the supplier and Parts Group.
  • Review the Pricing/Qty tab for the updated cost and list values.
  • If foreign currency was used, review the Currency tab and confirm the pre-currency cost and converted cost.
  • Confirm the description was updated or retained as expected.

Important Considerations

Open Work Orders Are Not Automatically Repriced

Repricing updates the part record, but it does not automatically update parts already added to open work orders. Those lines retain the pricing that existed when they were added.

To use the new pricing on an open work order, refresh or reselect the applicable part line.

Inventory Valuation May Change

If your company uses replacement cost, updating part costs can change the value shown on inventory valuation reports without automatically changing the inventory balance in the General Ledger. Consider taking an inventory valuation before and after a large reprice and reviewing any variance with your accounting team.