# Import line items from Excel

When you're manually creating a request for quote and need to add a large number of line items, you can import lines to make the process faster.

{% hint style="info" %} <mark style="color:purple;">**Note**</mark><mark style="color:purple;">: The template files work with Microsoft Excel 2007 and later versions.</mark>
{% endhint %}

### Download Excel template <a href="#downloadexceltemplate" id="downloadexceltemplate"></a>

{% stepper %}
{% step %}
Open a draft request for quote.
{% endstep %}

{% step %}
In the **Request items** area, click the **Import/Export** button.
{% endstep %}

{% step %}
Select *Download template for import*. The Excel template is downloaded.
{% endstep %}
{% endstepper %}

### Add line items <a href="#addlineitems" id="addlineitems"></a>

Warning! Additional columns cannot be added to the spreadsheet.

<details>

<summary>Column Descriptions</summary>

<table><thead><tr><th width="148.89453125">Column</th><th>Description</th></tr></thead><tbody><tr><td>*#</td><td><p>This column is used to number your line items. Use the following numbering based on the line item type:</p><ul><li>Item: Number the line items sequentially (e.g., 1, 2, 3).</li><li>Item Group:Use whole numbers to identify the group description, and then use letters to identify individual sub-items for each group (e.g., 4, 4.a, 4.b,4.c).</li><li>Service: Number the line items sequentially (e.g., 1, 2, 3).</li><li>Service Group: Use whole numbers to identify the group description, and then use letters to identify individual sub-items for each group (e.g., 4, 4.a, 4.b,4.c).</li></ul></td></tr><tr><td>*Type</td><td><p>Enter the line item type.</p><ul><li>Item</li><li>Service</li><li>GroupItem</li><li>GroupService</li></ul></td></tr><tr><td>Internal Part Number</td><td><p>Enter your organization's part number for the item.</p><p>To turn on this feature, contact your Fairmarkit Customer Success Manager.</p></td></tr><tr><td>*Item</td><td>Enter a brief description of the line item. You can enter up to 4000 characters. This description helps to improve your supplier matches. See <a href="https://app.gitbook.com/s/XSi8dxrnMaQPYuaoiJWp/glossary/description">Descriptions</a> for more information.</td></tr><tr><td>Manufacturer</td><td>Enter the manufacturer name for the item. This field is optional but recommended to improve supplier recommendations.</td></tr><tr><td>MFG Part #</td><td>Enter the manufacturer's part number for the item. This field is optional but recommended to improve supplier recommendations.</td></tr><tr><td>Quantity</td><td>Enter the quantity of the line item needed. The quantity measure is based on your selected UOM. Value must be a whole number.</td></tr><tr><td><a href="https://app.gitbook.com/s/XSi8dxrnMaQPYuaoiJWp/glossary/unit-of-measure-overview/uoms">UOM</a></td><td>Enter a unit of measure. For a successful import, select an existing Fairmarkit UOM for the line item type and make sure it is entered in lowercase (UOMs are case sensitive). You will need to adjust the UOM name for some values, such as <em>No Response</em> to <em>no_response</em> and <em>Yes/no</em> to <em>yes_no</em>. To review a list of available values, see <a href="https://app.gitbook.com/s/XSi8dxrnMaQPYuaoiJWp/glossary/unit-of-measure-overview/uoms">UOM</a>.</td></tr><tr><td>Benchmark</td><td><p>Enter a benchmark price, such as the last price you paid, in the event currency (up to two decimal places). Adding a benchmark helps you track costs, compare prices, and identify savings opportunities. See: <a href="https://app.gitbook.com/s/XSi8dxrnMaQPYuaoiJWp/glossary/benchmark">Benchmark</a>.</p><p>Benchmarks can be added manually, imported from your purchasing application, or <a href="suggest-benchmark-from-historical-data">suggested from historical data</a> (<a href="https://app.gitbook.com/s/XSi8dxrnMaQPYuaoiJWp/glossary/configurations">optional</a>).</p><p>This value doesn’t update automatically if the event currency changes unless your company has enabled automatic updates (<a href="https://app.gitbook.com/s/XSi8dxrnMaQPYuaoiJWp/glossary/configurations">optional</a>).</p><p>Note: Currency type is determined within Fairmarkit, so the spreadsheet does not allow a currency symbol in this column.</p></td></tr><tr><td>Start date</td><td>Enter the start date for the line item. This is typically used for services and software subscriptions and licenses.</td></tr><tr><td>End Date</td><td>Enter the end date for the line item. This is typically used for services and software subscriptions and licenses.</td></tr><tr><td>Comments</td><td>Click to access the Comments pane, which allows you to add and view <a href="../../events/collaboration-tools/internal-comments">internal comments</a> and <a href="../../events/communicate-with-suppliers/supplier-messages">supplier messages</a> for the event. This option is only available after the event is opened.</td></tr></tbody></table>

</details>

{% stepper %}
{% step %}
Open the template in your preferred spreadsheet program.
{% endstep %}

{% step %}
Add line items. You can quickly and easily add up to 150 rows.
{% endstep %}

{% step %}
Save your spreadsheet.
{% endstep %}
{% endstepper %}

### <mark style="color:purple;">Import from Excel</mark> <a href="#importfromexcel" id="importfromexcel"></a>

{% stepper %}
{% step %}
Open a draft request for quote and click the **Import/Export** button.
{% endstep %}

{% step %}
Select Import from Excel and then select and open your saved file. New line items with the information you defined are added.

**Note:** *If there are any issues with your import file, you will receive a message that will tell you which line and column has an issue.*
{% endstep %}

{% step %}
Make any necessary additions or changes to the event before you send it to suppliers.
{% endstep %}
{% endstepper %}

### <mark style="color:purple;">Export line items</mark> <a href="#exportlineitems" id="exportlineitems"></a>

<details>

<summary>Column Description</summary>

<table><thead><tr><th width="173.921875"> Column</th><th>Description</th></tr></thead><tbody><tr><td>*#</td><td><p>This column is used to number your line items. Use the following numbering based on the line item type:</p><ul><li>Item: Number the line items sequentially (e.g., 1, 2, 3).</li><li>Item Group:Use whole numbers to identify the group description, and then use letters to identify individual sub-items for each group (e.g., 4, 4.a, 4.b,4.c).</li><li>Service: Number the line items sequentially (e.g., 1, 2, 3).</li><li>Service Group: Use whole numbers to identify the group description, and then use letters to identify individual sub-items for each group (e.g., 4, 4.a, 4.b,4.c).</li></ul></td></tr><tr><td>*Type</td><td><p>Enter the line item type.</p><ul><li>Item</li><li>Service</li><li>GroupItem</li><li>GroupService</li></ul></td></tr><tr><td>Internal Part Number</td><td><p>Enter your organization's part number for the item.</p><p>To turn on this feature, contact your Fairmarkit Customer Success Manager.</p></td></tr><tr><td>*Item</td><td>Enter a brief description of the line item. You can enter up to 4000 characters. This description helps to improve your supplier matches. See <a href="https://docs.fairmarkit.com/content/buyers/events/descriptions.htm">Descriptions</a> for more information.</td></tr><tr><td>Manufacturer</td><td>Enter the manufacturer name for the item. This field is optional but recommended to improve supplier recommendations.</td></tr><tr><td>MFG Part #</td><td>Enter the manufacturer's part number for the item. This field is optional but recommended to improve supplier recommendations.</td></tr><tr><td>Quantity</td><td>Enter the quantity of the line item needed. The quantity measure is based on your selected UOM. Value must be a whole number.</td></tr><tr><td><a href="https://docs.fairmarkit.com/content/glossaries/uom.htm">UOM</a></td><td>Enter a unit of measure. For a successful import, select an existing Fairmarkit UOM for the line item type and make sure it is entered in lowercase (UOMs are case sensitive). You will need to adjust the UOM name for some values, such as <em>No Response</em> to <em>no_response</em> and <em>Yes/no</em> to <em>yes_no</em>. To review a list of available values, see <a href="https://docs.fairmarkit.com/content/glossaries/uom.htm">UOM</a>.</td></tr><tr><td>Benchmark</td><td><p>Enter a benchmark price, such as the last price you paid, in the event currency (up to two decimal places). Adding a benchmark helps you track costs, compare prices, and identify savings opportunities. See: <a href="https://app.gitbook.com/s/XSi8dxrnMaQPYuaoiJWp/glossary/benchmark">Benchmark</a>.</p><p>Benchmarks can be added manually, imported from your purchasing application, or <a href="suggest-benchmark-from-historical-data">suggested from historical data</a> (<a href="https://app.gitbook.com/s/XSi8dxrnMaQPYuaoiJWp/glossary/configurations">optional</a>).</p><p>This value doesn’t update automatically if the event currency changes unless your company has enabled automatic updates (<a href="https://docs.fairmarkit.com/content/glossaries/configurations.htm">optional</a>).</p><p>Note: Currency type is determined within Fairmarkit, so the spreadsheet does not allow a currency symbol in this column.</p></td></tr><tr><td>Start date</td><td>Enter the start date for the line item. This is typically used for services and software subscriptions and licenses.</td></tr><tr><td>End Date</td><td>Enter the end date for the line item. This is typically used for services and software subscriptions and licenses.</td></tr><tr><td>Comments</td><td>Click to access the Comments pane, which allows you to add and view <a href="../../events/collaboration-tools/internal-comments">internal comments</a> and <a href="../../events/communicate-with-suppliers/supplier-messages">supplier messages</a> for the event. This option is only available after the event is opened.</td></tr></tbody></table>

</details>

{% stepper %}
{% step %}
Add line items to your request for quote.
{% endstep %}

{% step %}
In the **Request items** area, click the I**mport/Export** button.
{% endstep %}

{% step %}
Select *Export to Excel.*\
The line items are downloaded in Excel format.
{% endstep %}
{% endstepper %}

<br>


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