Source SKUs

See and manage every item your vendors sell you, with cost, stock and pack size from their 832 catalog files.

What it's for

A source SKU is one item as a vendor sells it to you. Each one has the vendor's own SKU number, a UPC, a title, your cost, the pack size and whether the vendor has it in stock.

Most source SKUs come from your vendors' EDI 832 catalog files. Each time a vendor sends a new 832 file, OrderPilot adds new items and updates cost and stock on the ones you already have. You can also load or update items from a spreadsheet.

Use this page to:

• See what each vendor carries and what it costs you today.
• Spot cost changes, new items, deals and out-of-stock items.
• Link vendor items to your own catalog SKUs, so orders can be bought from the right vendor.
• Restrict a vendor item you never want to buy, or mark items as dropship.
• Upload an 832 file or a spreadsheet by hand.

Where to find it

In the left sidebar, open Inventory → Source SKUs.

The screen at a glance

At the top you see the total number of vendor SKUs that match your search and filters. Below that is the toolbar:

• Search box: type a vendor SKU, UPC, NDC or part of a title. The list updates as you type.
• Filters: add one or more filters. Each active filter shows as a green chip. Click a chip to change it, click its ✕ to remove it, or click Clear all.
• Views: show, hide and reorder columns, and save the layout as a named view.
• Actions: upload files, change many items at once, export and delete.

Columns

Click a column header to sort by it. Click again to reverse the order. Image, Pack, OOS and Actions can't be sorted.

Filters

Click Filters and pick one. A small box opens so you can set it, then click Apply.

Paging through results

The bar at the bottom shows Previous, page numbers, Next and "Showing 1–50 of …". Use the Results per page box to show 50, 100, 250 or 1,000 rows. Choose Endless scroll to keep loading more rows as you scroll down. Your choice is remembered in your browser.

The item details window

Click any row (or ⋮ → View detail) to open the item's details. The window has five tabs.

• Overview: vendor SKU, UPC, alt UPC (second barcode, if any), vendor, pack and case pack. The Cost section shows current and previous cost, with an arrow when the cost went up or down. If the item is on a deal, you also see the deal price, regular price, start and end dates. The end date turns red when the deal ends within 7 days. After the end date, the cost goes back to the regular price. A red banner at the top means the item is restricted.
• Product info: shipping weight (pounds and ounces), length, width and height in inches, and the case pack.
• History: a list of recorded changes to this item, such as cost or stock changes, with who made them. Filter by change type, user and date range. It starts at the last 180 days.
• Purchases: purchase orders that included this item, with date, PO number, status, quantity ordered, quantity the vendor acknowledged, the price paid and the related order numbers.
• P&L: profit for this vendor item for the last day, week, month and year, with order count, units, revenue and margin. Cost is figured at this vendor's cost and takes the pack size into account. If Amazon fees and shipping were captured for those orders, they are subtracted. If not, a note tells you the figures are revenue minus cost only.

Buttons and actions

Toolbar and Actions menu

Bulk actions on "all" items always follow your current search and filters, so only the matching items change.

Row menu (⋮)

Details window

The restrict reason box

When you restrict one or more items, a box asks for a reason: Not licensed to buy, Packaging changed, Dropship takes too long to deliver, Margin too low / not profitable, Quality, safety, or recall, or Other… to type your own. The reason is optional unless your company has made it required. Click Restrict to confirm or Cancel to stop.

How to upload a vendor's 832 file

1. Click Actions → Upload….
2. Pick the Vendor. This is required.
3. Set File type to 832 EDI file. This choice only appears for vendors that have 832 catalogs set up.
4. Optional: tick Auto-create Catalog SKUs to create a catalog SKU for every item. Choose whether to build its name from the UPC or the Vendor SKU, and the suffix to add (it starts as "_OP").
5. Click the upload area and pick the file.
6. Click Upload & Process.
7. When it finishes you see the vendor name, the number of items in the file, how many were Added and Updated, how many catalog SKUs were created, and any errors.

How to update items from a spreadsheet

1. Click Actions → Upload… and pick the Vendor.
2. Keep File type on Spreadsheet (CSV / Excel).
3. Under Fields to import, tick only the fields you want to change: Cost, Title, UPC, NDC, Pack size, OOS status, Dropship, Discontinued, Weight, Dimensions, Case qty or Case as 1.
4. Optional: click Download template for the selected fields to get a file with the right columns. Your file must have a vendor SKU column.
5. To add items that don't exist yet, tick Create new SKUs for vendor SKUs that don't exist yet. To only add new items and leave existing ones alone, also tick Only create — do not update existing SKUs.
6. Click the upload area, pick your CSV or Excel (.xlsx) file, then click Upload & Process.

Blank cells never overwrite anything. Only filled cells change an item.

How to add alt UPCs

Some items have a second barcode. Adding it helps OrderPilot link the item to the right catalog SKU.

1. Click Actions → Import alt UPCs….
2. Choose a vendor, or keep All vendors to set the same alt UPC on every vendor's matching item.
3. Paste one item per line: the vendor SKU or UPC, a comma (or tab), then the alt UPC.
4. Click Preview to see how many items would change, without saving.
5. Click Import & link to save. Each matched item gets the alt UPC and is linked to every catalog SKU whose UPC matches either barcode.
6. Read the result: links made, links that already existed, UPCs with no catalog SKU, and lines that weren't found.

How to find items whose cost changed

1. Click Filters → Price changed.
2. Pick a period, such as Past day or Past 7 days, and click Apply.
3. The Prev column shows the old cost in red next to the new cost.
4. To keep a record, click Actions → Export all, choose Price history (cost changes) under What to export, and click Download CSV.

How to stop buying an item from one vendor

1. Find the item and click ⋮ → Restrict. Or tick several items and use Actions → Restrict / unrestrict….
2. Pick a reason (optional unless your company requires one) and click Restrict.
3. The item now shows a red RESTRICTED label. It will never be ordered from that vendor and counts as 0 stock. Other vendors for the same product are not affected.
4. To undo, use ⋮ → Unrestrict.

How to export items to a spreadsheet

1. Search or filter the list. To export only some rows, tick them.
2. Click Actions → Export selected or Export all.
3. Under What to export, choose Current SKU data or Price history (cost changes).
4. For current data, tick the columns you want.
5. Click Download CSV.

How to set up your own column layout

1. Click ⋮ next to Views, then Customize columns.
2. Untick columns to hide them. Drag the ☰ handle to move them.
3. Type a name, tick Set as my default if you want, and click Save view.
4. Your saved view name now shows on the Views button.

Tips and troubleshooting

• "Upload a 832 file to see source SKUs" means there are no items yet. Upload a vendor's 832 file or a spreadsheet to get started.
• The 832 file type is missing in the upload window. That vendor doesn't have 832 catalogs set up. Use a spreadsheet instead, or set up the vendor's EDI first.
• My manual edit went away. The vendor's next 832 file overwrites edits to cost, SKU, UPC, NDC and title. Ask the vendor to fix the data, or edit it again after each file.
• "Vendor sells a case as 1" (Product info tab): tick this when the vendor's price and order quantity are for a whole case. Ordering 1 then means one full case, and the case quantity sets how many units that is.
• Suggested weight. If OrderPilot has shipped this item alone before, the Product info tab suggests a weight from those packages. Click use it to fill it in. Box sizes are never used for length, width and height, because a box isn't the product.
• Filtering by two vendors shows all vendors. The Vendor filter works with one vendor at a time.
• "Select SKUs first" means you picked a bulk action without ticking any rows.
• Delete selected only deletes rows you ticked. It does not use Select all across pages.
• History is empty. Change history only covers changes recorded since tracking started. Try a wider date range.
• Hover the RESTRICTED label or the on-deal tag in the list for more detail.