Parts & inventory
Bring an existing parts list into MotoDesk safely
Preview, map, validate and import a CSV or XLSX parts list while protecting identities, categories, prices and absolute stock levels.
Parts Import is a staged inventory workflow on the Parts page for owners and managers. It accepts a supported file, previews its contents, asks the operator to confirm column mapping and validates the rows before any Part or stock value changes.
Use it when moving an existing parts list or applying a controlled inventory update. Do not use it as an unchecked stock increment: an imported quantity is the absolute stock level that MotoDesk should hold after the import.
Prepare the source file
- Use a UTF-8 CSV file or a one-sheet XLSX workbook up to 5 MB and 2,000 data rows.
- Include Part Number or SKU and Description for new parts, plus only the identity, price, stock, supplier, category and location columns you need.
- Use the downloadable CSV template when building a new source file.
- Remove formulas, macros, external links, embedded objects and encrypted workbook content before upload.
Open Parts Import and map the columns
At least one identity field must be mapped. MotoDesk can match by SKU first, then barcode, then OEM or supplier part number, and it checks those identities only inside the current garage.
- Open Parts and choose Import Parts.
- Select the CSV or XLSX file and choose Preview file.
- Review the detected headers and sample rows.
- Map each source column to one supported MotoDesk field, or choose Ignore when it should not be imported.
- Check automatic suggestions rather than accepting them without review, then choose Validate rows.
Read the row classification
| Result | What it means | Import behaviour |
|---|---|---|
| New | No existing Part matches and the required new-Part fields are valid | Can create a Part in a mode that adds new rows |
| Matched | Every matching identity points to the same existing Part | Can update that Part in a mode that updates matched rows |
| Conflict | Identities are repeated, ambiguous or point to different Parts | Always skipped |
| Invalid | A required value, category, number or supported VAT rate is not valid | Always skipped |
Choose the import mode
Review the ready, invalid and conflict counts before choosing Import valid rows. Valid rows may complete while invalid or conflicting rows are reported and skipped.
- Add new only creates valid New rows and leaves Matched rows unchanged.
- Update matched updates valid existing Parts and does not create New rows.
- Add new and update matched applies both permitted actions in one reviewed run.
- Empty cells on a matched row keep the existing value; they do not erase it.
Understand quantity, price and location behaviour
Stock Level is absolute. If a Part is at 8 and the file says 12, the result is 12 and MotoDesk records an adjustment of +4. If the file says 5, the result is 5 and the adjustment is -3. An empty stock cell keeps the current level.
Cost and selling prices must be valid non-negative values and are rounded to two decimal places. Supported VAT rates are 0, 5 and 20. Section, rack and shelf are retained only when Parts PRO is available; otherwise the preview warns and those fields are ignored.
Finish, reconcile and recover from errors
If a network interruption occurs after submission, use the interface retry rather than changing the file or mode. MotoDesk can recognise the same operation and replay its result without repeating a completed stock adjustment.
- Run the import and read the created, updated, skipped, invalid, conflict and stock-adjustment totals.
- Download the error list when any row needs correction.
- Return to Parts and spot-check identities, prices, categories and stock against the reviewed source.
- Correct the source or mapping and start another import only for the rows that still require action.