4. Inventory File Requirements

To follow this article, please download the empty .xlsx file or the empty .csv file.

For the inventory file upload to succeed, it is necessary that you understand and follow these requirements. In this article, you can read about all the requirements and what to do to ensure a successful file upload.

If you prefer, you can follow our video guide on YouTube instead.

Three Rules To Remember

The order of the columns has to be kept as they are in our empty example file.
Some of the columns are mandatory, whereas some of them are optional. As a minimum, we require to upload data for the mandatory columns. However, for the upload to succeed the inventory file must include all 16 columns – even if you want to keep some of the optional ones empty. Please do not delete any coluns, otherwise the file upload will fail.
The character limits and data formats have to be followed. If, for example, the character limit of a description is exceeded, then the system will flag that as an error, and the whole line will become invalid. Invalid lines are not uploaded to your inventory.

Mandatory Columns

As the name suggests, mandatory columns must be uploaded to the parts inventory. If any of the columns are left empty, the file will fail to upload.

You must upload asset ID, part number, name, quantity, and condition columns:

Asset ID

A unique label which is used for identifying and tracking every car part. We assume you already have a system to identify your car parts. Here is where you need to upload these unique identifiers.

Regarding images- ensure image folder names are the same as the asset IDs. Otherwise, our system cannot match images with the car parts.

Part Number

OEM (original equipment manufacturer) number.

Alternative Part Numbers

Car parts can have more than one part number. To increase the searchability of your listings we have made it possible for you to upload alternative part numbers through the inventory file upload.

Let’s say you have a window regulator motor in your stock with the following part numbers:

5k0959704d;
5K4 839 462;
5K0 959 704 C VW2.

You want to be found by all three-part numbers.

All you must do is to create three duplicate rows under the same asset ID and adjust the part numbers like this:

These three rows will be uploaded as one car part, whereas members will be able to find it by searching one of the part numbers.

The quantity will remain 1 and the same image will be shown for all three rows. It will be counted as one listing.

Attention!

Remember to keep the same asset ID for your alternative part numbers.

Name

Name of your car part, for example, brake disc, fuel filter, spark plug, door handle, etc.

Condition

FS = Factory sealed or manufacturer sealed means the car part is still in the original packaging with the manufacturer’s seals intact.

NEW = brand new part.

USED = the car part has been used.

REF = the car part has been used and then repaired and/or reconditioned by the seller or reseller. Fully functional and operational.

Quantity

Specify the quantity of each car part considering the part’s specifications, including the condition, are identical. Car parts of the same part numbers yet different conditions should be considered as two separate listings.

Optional Columns

You can leave the optional columns empty or add them over time. Please remember to keep optional columns in the upload inventory file- even the empty ones. Otherwise, the file upload will fail due to missing columns.

The optional columns are grade, warranty, delivery, price, manufacturer, description, mileage, car make, car model, and car year.

Here are the optional columns:

Grade

We allow vendors to grade their parts conditions as long as they explain their grading system under the company profile. We understand that grading systems can differ from country to country, therefore, uploading car part images and being transparent about your grading system could make it less confusing for your potential customers.

Warranty

Specify whether the part comes with a warranty or not. Use YES for when the warranty is included and NO for when it is not. In the search results warranty will appear as VOW (Vendor Offers Warranty).

Delivery

Specify whether you provide delivery services for the specific part. Use YES for when you do offer delivery and NO for when you do not. In the search results warranty will appear as VOD (Vendor Offers Delivery).

Price

Display the price in euros. When left empty we will display CALL in the search results.

Manufacturer

Specify the manufacturer of the car part.

Description

Describe the part or its condition in more detail.

Mileage

Specify the mileage of the vehicle the car part is taken from. On our platform, mileage must always be displayed in kilometres.

Car Make

Specify the car make from which the part comes, for example, Audi.

Car Model

Specify the car model from which the part comes, for example, A8.

Car Year

Specify the year of the car from which the part comes, for example, 2017.

Part Images

Add links to your car part images stored online. Please make sure these links have the right sharing options. In other words- these links must be accessible to everyone.

Character Limits and File Formats

Format: If you use the wrong format in any of the cells the system will consider that a mistake and ignore the whole row, meaning it will not be uploaded to the system.

Character limit: if you exceed the given character limit in any of the cells, the whole row will be ignored and therefore not added to the inventory.

We encourage you to list your parts in English so everyone on our platform can understand your car part descriptions, however, it is not a requirement.

Column Name	Format	Character Limit	Description
Asset ID*	Any	50	Regarding images- ensure image folder names are the same as the asset IDs, otherwise, our system will not be able to connect images with the car parts. We allow the following characters: Aa-Zz; 0-9; _ ; - ; (space) ; /
Part Number*	Any	3 - 50	OEM (original equipment manufacturer) number. Note: part numbers can only start with a letter or a number. If the part number starts with a special character, for example, ";", "," or "#" the system will see it as a mistake and ignore the whole row and will not upload it. We allow the following characters: Aa-Zz; 0-9; _ ; - ; (space) ; / ; .
Name*	Any	50	Name of your car part, for example, brake disc, fuel filter, spark plug, door handle, etc.
Quantity*	Numeric	Unlimited	Indicate quantity > 1 only if the car parts you have come from the same car and are in identical condition.
Condition*	FS / NEW / REF / USED	4	You can only use the following abbreviations: FS, NEW, REF, USED.
Grade	Any	15	You can use the grading system you already have in place for other platforms and/or webshops. Please make sure to describe your grading system company profile for potential customers to find.
Warranty	YES / NO	3	Please state whether your car part comes with a warranty: YES, NO. Details of warranty and return policy can be described in the company profile.
Delivery	YES / NO	3	Please state whether your company offers freight services for the car part: YES, NO. Details of your offered freight service can be described in the company profile.
Price	Numeric, currency format	Unlimited; 2 digits after the dot as maximum	Our platform states prices in EUR only. Leave blank for not showing the price.
Manufacturer	Any	30	The manufacturer of the specific part.
Description	Any	150	Please describe your car part more in detail.
Mileage	Numeric	Unlimited	Provide the car’s mileage in kilometers.
Car Make	Any	30	Provide the vehicle make, for example, Audi, BMW, Toyota, etc.
Car Model	Any	50	Provide the vehicle model, for example, Golf Mk5.
Car Year	Numeric	4	Provide the year the car was issued.
Part Images	Any	500 per link	Provide car part image links. To add multiple links, please separate them with a semicolon ( ; ). Number of links depend on how many images are you allowed to upload based on your current subscription plan.

*Indicates the mandatory fields

Excel (.xlsx) VS CSV (Comma Delimited) File Type

You may upload an excel (.xlsx) or CSV (comma delimited) inventory file. So, which one to choose? It depends on the size of your inventory. We recommend you go with the CSV file for large inventories with thousands of car parts. CSV takes less space and, therefore, will be uploaded much faster. But if you want to start with a smaller inventory, an ordinary excel file should be enough.

In case you run into problems uploading your inventory file please contact us at support@circularparts.com.