Purpose

​If you would like to mass import your catalog items, download our Item Import Sheet below and read the instructions on the first tab.

Click the button below to download a copy of the Item Import Sheet.

Select File ▶️ Download ▶️ Excel. Make sure to Save when filling out and when finished.

Click the button below to make a copy of the Item Import Sheet.

Please follow the guidelines very carefully below when populating your Excel spreadsheet with your items data to be uploaded into the Aspire system.

To Fill Out:

There are 2 total tabs that will need to be filled out which are listed below. Instructions for how to fill out each field, including required fields, are above each column.

A. Item Name: This is a required field and cannot be left blank.

Enter the common name for the item. This name is visible on proposals and when estimating. Additional info on where names are visible through Aspire can be found by clicking the Item Name header in the spreadsheet.

B. Item Type: This is a required field and cannot be left blank Select the item's Type from the available dropdown menu. Types are predetermined by Aspire and can't be customized.

C. Category Name: This is a required field and cannot be left blank.

Used to group kinds of Items. i.e. Gravel, Stone, Trees/Shrubs Hardscape, Perennial, Chemical, etc. for purchasing and reporting purposes.

D. Item Alternate Name This is a required field and cannot be left blank. Often the same as Item Name, but can be used for botanical name or other name for customer facing documents. If not using, then insert item name. Additional info on where names are visible through Aspire can be found by clicking the Item Alternate Name header in the spreadsheet.

E. Item Description This note becomes available when the item is placed onto a service in the estimate. Additionally, you can choose to include it in the layout for a proposal as extra information for the customer.

F. Item Code Code used by you or your vendor to identify an Item.

G. Purchase Unit Cost This is a required field must be two decimals and cannot be left blank. Cost is what you pay for the item prior to any markups. You can include tax in the cost if you pay sales tax and do not charge sales tax to the customer, states vary.

H. Purchase Unit Type Name This is a required field and cannot be left blank. Specify the unit of measure that provides the basis for ordering the item from a vendor. For example, if you order Roundup in two-gallon containers, the purchase unit might be “2 Gal.” Unit types are customizable and defined by the user.

I. Allocation Unit Type Name This is a required field and cannot be left blank. Often the same as Purchase Unit this is the unit of measure for the item when it is allocated/sold to the job. i.e., a "yard" of mulch or "lbs" of salt. Unit types are customizable and defined by the user.

J. Allocation This is a required field and cannot be left blank. The conversion factor to get is from the Alloc. Units to the Purchase Unit. Most items will have conversion of 1:1. Examples include: Purchasing a yard of mulch and allocating a yard of mulch. Or, Purchase 1 ton of Salt > Allocate it by the Pound > The Conversion would be 2000.

K. Allocation Unit Price Item Override Use this field if you need to override the price based on your Allocation. Set the unit item override price directly at the catalog level, ensuring the correct price is used in estimates. When an item with an override price is added to an estimate, Aspire uses the catalog price as the overridden price.

L. EPA Name Enter your materials' EPA name if reporting on chemical usage. Examples of chemical usage reports can be found by clicking the EPA Name header column.

M. EPA Number This would be your materials’ EPA number if you need to report on chemical usage.

N. Inventory This is a required field and cannot be left blank. Enter 1 or Yes if this is an Item you will keep in your inventory, Enter 0 or No if it is not.

0. Available to Bid This is a required field and cannot be left blank. For initial item import, items will be marked as 1 or Yes for all items. If the item is marked as Available to Bid, your Aspire employees will be able to use it during bidding. If you are doing a import of items after your initial import, then you can use 0 or No to mark the item as Not Available to Bid.

P. Allocate From Mobile This is a required field and cannot be left blank. This will make the item available to Allocation from Mobile. Use 1 or Yes to mark this item available to Allocate from Mobile, and Use 0 or No to make this item unavailable to allocate from Mobile.

Q. Takeoff Item Name Use this field to set an Item Takeoff Name. Make sure your Takeoff Names are created in your system before completing your import! If the name does not match a Takeoff Item in your system, it will be tied to a Takeoff that most closely relates to a Takeoff that exists in your system.

R. Material Item ID 1 Enter or customize the unique identifier of any item type (material, equipment, etc..) except kits to utilize as tags. These tags can then be selected when creating an estimate and then used to generate Reports.

S. Material Item ID 2 Enter or customize the unique identifier of any item type (material, equipment, etc..) except kits to utilize as tags. These tags can then be selected when creating an estimate and then used to generate Reports.

T. Branches This is a Required Field and cannot be left blank. Allows your branch admins to set the branches for which the item can be used. Use a | symbol (pipe symbol) to add multiple branches in this field. If the Item should be available for all branches, write ALL Branches in this column. Examples of multiple branches on the spreadsheet would look like: Main | Jefferson | South | Western

This tab includes examples of common items used within Aspire. It also shows items and naming conventions and how they should be formatted. Do not edit items on this tab, use only for reference purposes.