Daily Uploads

How to send your daily inventory snapshot and what happens after it arrives.

Snapshot Rules

  • Submit exactly one inventory file per day
  • Each file must be a full snapshot of your current inventory
  • Include all SKUs, all conditions, all locations
  • Missing SKUs are treated as zero inventory
  • Changes-only or delta files are not accepted

Submission Methods

SFTP (Recommended)

Drop your file into your dedicated SFTP folder. ConEquip polls for new files automatically. Best for automated workflows where your ERP or script generates the file on a schedule. We recommend scheduling your export for after business hours or around 11:00 PM ET to capture a full day's changes.

See the SFTP Setup guide for connection details.

Portal Upload

Log in to the SPS vendor portal and upload your file through the web interface. Good for getting started or as a backup when automation isn't available.

Email

Send your inventory file as an email attachment to a dedicated address provided during automation setup. Good for vendors whose systems can schedule email exports.

File Naming

There are no strict file naming rules — the system detects your template format automatically. However, we recommend including the date for your own records:

inventory_2025-01-15.xlsx
inventory_2025-01-15.csv

Accepted formats: .xlsx and .csv (CSV only for flat template).

Upload Status Flow

Each upload moves through these stages:

Received File has been uploaded and is queued for processing
Parsed File has been parsed and rows extracted
Pending Approval All rows passed validation; waiting for ConEquip review
Approved Data accepted and published — this is now your live inventory

If validation fails, the upload is marked as Failed and you'll receive an email notification with details.

Submission Window

Submit your daily inventory file between 12:00 PM (noon) and 11:59 PM Eastern Time (ET) each business day. Files received by midnight are processed overnight and live in our sales tools the next morning.

How the daily cycle works:

Noon–Midnight

You submit your daily snapshot (SFTP, portal, or email)

Same day

If your upload has errors, you'll be notified and can fix and re-upload before midnight

Overnight

Our systems export approved data to the warehouse, sync to Odoo, and update the website

Next morning

Your inventory is live for ConEquip sales reps and customers

Missed deadlines: If no file is received by midnight, you'll get an email reminder. Consistently missing uploads may reduce your visibility in our sales tools.

All times are Eastern Time (ET), which adjusts automatically for daylight saving time.

Template Guide Validation & Errors