Importing Lots and Line Items

In addition to configuring lots and line items through the website, you can bulk upload items using the lot and line item importer.

Important Features

  • When importing lots & line items, you have the option to add the imported lots and line items, or to replace the existing data.
  • In addition to importing lots & line items, this feature can export workbooks for existing lots & line items.
IMPORTANT: The import feature cannot be used to update existing lots & line items. Attempting to use the importer after bids have been placed will produce a warning that bids will be deleted. Read these warnings carefully before proceeding.

Locating the import screen

The import feature is located in a button dropdown on the Lots tab of an event.

Step 1: Go to the Lots tab

From anywhere within an event, click the Lots tab.

Step 2: Go to the Import Lots screen

Click the dropdown arrow on the New Lot button, then click Import Lots.

The form on this page is divided in to two parts:

  • Instructions: Contains links for downloading a new lot workbook, or exporting existing lots & line items (if they exist).
  • Upload Workbook: Provides a field to select your desired workbook for upload, an option to replace existing lots or add to existing lots.

Workflow

The workflow for importing lots & line items is:

  1. Download a workbook (new lot template or export current lots).
  2. On your computer, open the file and input your information.
  3. Save the changes to the file on your computer.
  4. Return to the website and select your file by using the Upload Workbook form.
  5. Choose whether to replace existing lots, or add to existing lots.
  6. Click the Import Workbook button.

Working with the Excel workbook

IMPORTANT: The Excel file downloaded from the website contains special column names, hidden fields, and hidden sheets. In order for the importer to work correctly.

  • DO NOT add, remove, or re-order the columns
  • DO NOT rename sheets
  • DO NOT change column heading names (first row)
  • DO NOT unhide or alter hidden sheets

You may wish to work with your data in a separate workbook using formulas to construct your field data, then Copy & Paste Values in Excel. Please reference MS Excel's Help feature for information on how to Paste Values.

The lot workbook downloaded from the website contains two sheets:

  • lots: Lots are added as separate rows in this sheet.
  • line_items: Line items are added as separate rows, and contain a reference to the Excel row of the lot in the lots sheet.

The fields in the workbook correspond to the fields on the lot and line item edit pages on the website. It is strongly encouraged that you familiarize yourself with the forms on the website prior to attempting to use the importer.

PRO TIP: It is often helpful to edit lots & line items using the website, and then export the workbook. Changes made on the website will be reflected in the exported workbook, so you can observe how configuration changes are represented.

Field list

Below is a detailed listing of the fields contained in the workbook.

Lot Fields

Column Field Name Field Option Optional Description
A name Required The name of the lot will appear in the bidder and observer interfaces, as well as the event schedules shown on the dashboard, and event overview.
B category Optional Category used for savings analysis.
C direction Forward Required Buyers compete to purchase good or services by offering increasingly higher prices.
C direction Reverse Required Sellers compete to obtain business from the buyer by offering decreasing prices.
D auction_type Dynamic Required Bids are accepted when bidders lower their bid by the minimum required amount (determined by minimum decrement line item setting), even if their rank does not change.
D auction_type English Required Bids are accepted only if they beat the 1st place bid.
E rank_type Price Required Rank at a lot level by price.
E rank_type Linear Score Required Rank at a lot level by RFP score using a linear scoring algorithm.
E rank_type Proportional Score Required Rank at a lot level by RFP score using a proportional scoring algorithm.
F non_price_points Optional The maximum number of non-price points possible in RFP scored ranking.
G price_points Optional The maximum number of price points possible in RFP scored ranking.
H rank_by_ext_qty Required Bidders' overall lot rank will be calculated by totaling the extended bid amounts (bid x extended quantity).
I starts_at Required Date and time the lot will open. Must be in MM-DD-YY HH:MM AM/PM format.
J duration Required The initial duration of a lot. May be extended by extension periods if configured.
K extension_period Required Configured in seconds. The extension period is measured from the end of the duration. If a valid bid is received within the extension period, the lot timer resets to the value of the extension period.
L rank_visibility Line Item Required Shows only line item ranks.
L rank_visibility Sum Required Shows only the lot rank.
L rank_visibility All Required Shows both line item and lot rank.
L rank_visibility None Required Hides all ranks.
M show_footer Required Determines whether bidders will be shown a footer row containing their bid total.
N show_ext_column Required Determines whether bidders will be shown a column containing extended amounts (bid x extended quantity).
O bid_visibility Sealed Required Bidders see only their current bid and rank.
O bid_visibility Open Required Bidders see their bid, a list of other ranked bids, and their rank.
O bid_visibility Lead Only Required Bidders see their bid, the current lead bid, and their rank.

Line Item Fields

Column Field Name Field Option Optional Description
A lot Required Specify which lot the line item will be placed in. Uses the Excel row number from the lots sheet.
B number Required Item number for the line item. Can be SKU, RFP item number, etc.
C name Required Name of the line item; this is the name shown in the bidder interface.
D description Required Description of the line item (can be multiple lines).
E unit_of_measure Required Unit of measure
F quantity Required Quantity associated line item, specified with unit of measure; i.e. 10/gallons where 10 is the quantity and gallons is the unit of measure.
G extended_quantity Required Extended quantity; also specified relative to unit of measure; i.e., 50 if purchasing 5, 10/gallon items.
H currency_precision Required The currency precision (2 to 4 decimal places) used for the line item.
I opening_amount Optional The maximum bid value that will be accepted for a line item.
J hide_opening_amount Required When true, the opening amount will be hidden from bidders.
K reserve_amount Optional Reserve amount is the price at which you reserve the right to accept the pricing offered.
L hide_reserve_amount Required When true, the reserve amount will be hidden from bidders.
M baseline_amount Optional The amount used to benchmark savings; specified in unit price, not extended price.
N decrement_amount Required Amount by which bidders must change their bid in order for it to be accepted.
O bid_required Required When true, bidders will be required to bid on the item.
P ties_allowed Required When true, tie bids will be allowed; see special note on tie bids.
Q weight_type adjustment_only Required Weighting values will be specified as adjustments only.
Q weight_type percentage Required Weighting values will include a percentage weighting, and an optional adjustment.
Q weight_type markup Required Bids will be accpeted in markup format, with an optional adjustment.
R hide_weighted_amount Required When true, the weighted amount will be hidden from bidders.
S sort_by Required Items will be sorted by the numeric value in this field.

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