Use Importer to manage and configure this feature in your EQuipWeb system.

Use the Material Importer to upload raw material and ingredient records in bulk. If your products use recipes or bill-of-materials, this lets you quickly add all the ingredient data from a spreadsheet.

When to use this: When you need to add or update raw material (recipe ingredient) data in bulk using a spreadsheet.

Prerequisites

• User must have appropriate role permissions (see Access & Permissions above)

Material Import

📝 General Description

This importer links raw materials to finished products in bulk. For example, linking "Espresso Beans (100g)" and "Full Cream Milk (200ml)" to a "Café Latte" product. Once linked, selling a Café Latte at the POS automatically deducts the corresponding raw materials from inventory — enabling real-time ingredient tracking and cost calculation.

Use Importer to manage and configure this feature in your EQuipWeb system.

11.6.1 Import Workflow

Step 1: Export Template → Download blank template with correct column headers
Step 2: Fill Data     → Enter finished product codes, material codes, and quantities
Step 3: Import        → Upload the completed file
Step 4: Review        → Check the import history for success/error status

UI Elements

Use Importer to manage and configure this feature in your EQuipWeb system.

11.6.2 Template Columns

Example Template Data

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11.6.3 Import Validation

Import History Grid

Use Importer to manage and configure this feature in your EQuipWeb system.

11.6.4 How Material Deduction Works

After importing material relationships, the deduction flow works automatically:

Customer orders "Café Latte" at POS
    ↓
POS processes the sale
    ↓
System checks BOM: Latte uses 18g espresso + 200ml milk + 10g sugar
    ↓
Auto-deducts:
   - Espresso Beans: −18g (+ 5% wastage = −18.9g total)
   - Full Cream Milk: −200ml (+ 2% wastage = −204ml total)
   - Sugar: −10g
    ↓
Raw material stock levels updated in real time

Use Importer to manage and configure this feature in your EQuipWeb system.

11.6.5 Prerequisites

Before importing materials, ensure:

Use Importer to manage and configure this feature in your EQuipWeb system.

💡 Example

Scenario: A restaurant chain with 200 menu items needs to set up BOM for all their dishes. Doing it one by one through the product edit form would take weeks.

Setup:

1. Navigate to Material Importer → Click Export Template.

2. Open the template in Excel.

3. Fill in all 200 products with their ingredients:

• Each product (menu item) gets multiple rows — one per ingredient
• A product with 5 ingredients = 5 rows

4. Total rows: ~800 (200 products × 4 avg ingredients).
5. Save and click Import.

6. Check import history — fix any "Material Not Found" errors by creating missing raw materials first, then re-import.

7. Once complete, selling any menu item at the POS will auto-deduct the correct raw materials.

[!TIP] Export your existing BOM data from the old system first. Map old material codes to EQuip item numbers in the spreadsheet, then import. This is much faster than re-entering all recipes manually.

[!IMPORTANT] The WastagePercent field is critical for accurate food costing. If you don't account for wastage, your theoretical vs. actual ingredient usage will always show a discrepancy. Set realistic wastage percentages based on your kitchen's actual experience.

[!WARNING] Importing material relationships will overwrite existing BOM entries for the same product-material pair. If you import "LATTE-001 + RM-ESPRESSO = 18g" and there was already a record with 15g, the quantity will be updated to 18g.

Use Importer to manage and configure this feature in your EQuipWeb system.

Access & Permissions

[!NOTE] Exact permissions depend on the Privileges Setup configured for each role. Contact your administrator if you cannot access this page.

Use Importer to manage and configure this feature in your EQuipWeb system.

How to Import Materials

1. Navigate to Data Importer & Exporter > Material Importer from the sidebar menu.
2. Click Download Template to get the Excel template.
3. Fill in the material data (Material Name, Unit, Cost, etc.) in the template.
4. Save the completed file.
5. Click Choose File and select your completed template.
6. Click Import to upload.
7. Review the validation results — fix any errors and re-upload if needed.
8. Click Confirm Import to finalize.

Expected Result: Materials are imported into the system and available for use in recipes and production.

FAQ

Q: What file format should I use for import? A: Use .xlsx (Excel) format. Download the blank template from the importer page to ensure correct column structure.

Q: Can I undo an import? A: No. Imports cannot be automatically reversed. You would need to manually correct or delete the imported records.

Q: Why does my import show validation errors? A: Check the error details for each row. Common issues include: missing required fields, duplicate codes, invalid date formats, or referencing categories/departments that don't exist yet.

Use Importer to manage and configure this feature in your EQuipWeb system.

Troubleshooting

Use Importer to manage and configure this feature in your EQuipWeb system.

Related Menus

• Product Setup > Product List — imported product destination
• Membership Setup > Membership List — imported member destination
• Master Data > Supplier Setup — supplier data reference

Use Importer to manage and configure this feature in your EQuipWeb system.

Open Questions / Confirmation Needed

[!NOTE] The following items may vary depending on your system version and configuration:

• Exact permission settings depend on your Privileges Setup configuration
• Sync timing to POS terminals depends on network conditions and sync schedule
• Some features may require additional licensing or module activation
• Field behavior may differ between EQuip versions

If you encounter behavior not described in this manual, contact your system administrator or EQuip support team.

Expected Result: Changes are saved successfully and reflected across the system after the next POS sync.

Field Reference

[!NOTE] Additional fields specific to this page are documented in the sections above. The table above shows common fields present across most pages.