Prerequisites
Before you begin the import process, please ensure the following requirements are met:
User Permissions: You must have the Customer Admin role assigned to your account.
How to get it: Any key user of your company can assign the role to you or reach out to our customer support team [email protected] to have the role enabled.
Supplier Onboarding: All relevant suppliers must be onboarded on the Prewave platform before you upload products. The system cannot link products to suppliers that do not yet exist in your environment.
Use the Excel Template: To ensure a successful upload, you should use the Prewave Excel template. This template contains the specific formatting required by our system.
Here you can download the Excel template.
Field | Type | Description | Example | Explanation |
your_inbound_product_reference | TEXT | Unique product identifier in your system. | INB-00123 | Necessary for cross-system referencing. |
your_inbound_product_name | TEXT | Name of the purchased/produced product. | Tyre | Improved product recognition. |
VARCHAR(4-6) | Harmonized System code for the product. | 4005 | Steering system behavior and product validation. Minimum 4 digits and all codes longer than 6 digits will be shortened to maximum 6 digits. | |
Scientific_name | TEXT | Necessary for all wood related Products. Mulitple genus can be separated by ";" | Genus species ✅ Quercus robur ❌ Wood | Only needed for wooden products and mandatory for TRACES submission. |
your_site_reference | TEXT | Unique identifier of the supplying site. | SITE-9876 | Necessary for supplier engagement. |
Step-by-Step Guide: Using the Product Importer
Once you have confirmed that all prerequisites are met and your data is prepared, follow these steps to upload your products into the Prewave environment:
1. Access the Importer
Click on your Profile Name in the top navigation bar and select "Import Products" from the dropdown menu.
2. Upload Your File
You will be directed to the upload page. Here, you can:
Drag and drop your file directly into the upload area.
Select a file from your computer to upload.
Note: The file must follow the exact format of the provided Excel template to be processed correctly.
3. Column Matching
After selecting your file, click Confirm. The system will show a mapping overview to ensure your data aligns with the correct columns.
✅ Matched: This indicates the system has recognized all your data columns correctly.
Check this carefully before proceeding to the next step. All of the relevant columns need to be matched.
4. Validation and Error Handling
On the final summary page, the system will check for data errors.
Success: If no errors are found, you can finalize the process by clicking on Complete Import. By then choosing the Submit button, the products are uploaded successfully to your environment.
Error Messages: If the system detects issues (e.g., missing mandatory fields or non-existent suppliers), you will see specific error messages highlighted in red. You must correct these errors in your file and re-upload it or correct the errors directly on the interface. Otherwise, you cannot proceed.
Troubleshooting: Understanding Error Messages
If your upload is blocked, it is usually due to one of the following reasons. Here is how to correct common mistakes:
Supplier not found:
Cause: The supplier associated with the product has not been onboarded yet.
Fix: Ensure the supplier is active in your environment before re-uploading the product.
Missing Mandatory Field:
Cause: One of the five required data fields (e.g., HS Code or Site Reference) is empty.
Fix: Fill in the missing data in your Excel sheet and try again.
Invalid Format:
Cause: The data entered (like the HS Code) contains special characters or formatting that the system doesn't recognize.
Fix: Standardize the cell formatting to "Text" or "General" in Excel and remove any extra spaces.