Loading your inventory for the first time

If you want to use BearingNet to help sell your inventory then you will need to load your inventory into the main database. The easiest way to do this for the first time is to email your list in an Excel spreadsheet (or similar) to and we will load it for you. This process is not as fast as the Automatic Inventory Upload which is explained later.

Your Inventory

Your inventory screen is accessed via the ‘Your Account’ Page.

This screen shows you statistical information about your inventory and provides inventory management facilities.

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Your Inventory Table

The ‘Your Inventory’ table displays information about the inventory that you have loaded into BearingNet. If you have not loaded any inventory into BearingNet then no information will be displayed.

The inventory table has 1 line per inventory type. Each line shows the following information:

Lines of Inventory:

The total number of lines of inventory loaded into BearingNet. For example if 12,322 is displayed then 12,322 different inventory records have been loaded into BearingNet.

Oldest inventory dates from:

This is the date that the oldest inventory was loaded. For example if some inventory was loaded on the 12 of March 2015 and the rest was added today the date displayed would be the 12 of March 2015 as this is the oldest inventory.

Total Hits this month:

A hit is a measure of the number of times your inventory has been found by other BearingNet members when they search. For example if you have a 22222 in your inventory and another company searches for a 22222 then the hit count for your inventory will increase by 1. So if the hit count is 2433 then your inventory has been displayed 2433 times this month. The number of inquiries that you receive should be higher if the hit count increases.

Total Hits Last Month:

The Hits Last month is used to compare with the “Total Hits this Month” to see if your hit count is increasing or decreasing. For example if the Hits count is 2052 this month and 1232 last month then you can see that your inventory has been found more often this month and you might expect that the number of inquiries has also increased.

Add Inventory

Inventory can be added manually. To add inventory manually click on the ‘Add’ link. This will display the Add Inventory Table. The ‘Select Part Type’ box is displayed. Ensure that the correct part type is displayed. To change the part type click on the pull down list and select the part type required.

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In the ‘Add Inventory’ table enter the part number, brand, quantity, optional description and price for each inventory line. You can also include additional information in the three Customer Defined Fields which could help you to identify the part, for example the location of the product in your warehouse, the weight or internal reference numbers. You can add up to 20 inventory lines at a time. Once you have entered all the part numbers click on ‘Save’. The inventory is then added to your inventory in the BearingNet database. Repeat this process to add more inventory.

For adding large amounts of inventory please look at the other methods detailed below.

Edit or Delete Inventory

Quantities of inventory can be edited and deleted manually. To edit your inventory list, click on the ‘Edit’ link.

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This will display the ‘Edit Inventory’ table. The inventory that has already been loaded is displayed numerically by part number.

To find the inventory you want to edit or delete, either browse through the inventory using the page numbers listed at the bottom of the page or use the Search facility.

For example to find the part number NU215, enter NU215 into the search box and select ‘Begins’ to search for all part numbers beginning with NU215, or select ‘Containing’ to view all part numbers with NU215 somewhere in the part number, and click on OK.

It is only possible to edit the quantity, description, price and customer defined fields of the inventory. To edit these fields, first find the part number that you want to edit. Once it is displayed make the required changes and click on ‘Save’. The details have been edited.

To delete a part number first find the part number, then either change the quantity to 0 and click ‘Save’ or click ‘Delete’. The inventory record is then deleted.

Bearing Inventory Status

If your inventory list is up to date (has been loaded within the last month) then the line will be all green. If it is very out of date (over six months) then the line will be all red.

The most recently listed inventory items are displayed at the top of the BearingNet Search Results page, so it is advantageous to make sure inventory lists are updated regularly. We recommend that lists are updated at least once a month.

The next part of the table refers to any inventory problems:

If there are problems with the way your list is formatted it is unlikely that your products will be shown on the search results page and you will not receive inquiries for that part. These problems may include entering the brand in the same column as the part number, or the part number in the brand column, or not including any brand information. This table will notify you of any such problems with your inventory list. You can ‘Click here to get help’ and you will be shown where the problems are and how to rectify them.

You will also be alerted if there is a significant reduction in the size of your inventory list compared with the previous month. This might be because you have fewer items to sell or because there were errors in your list which meant that it did not load properly. If you do not think your latest list should be significantly smaller then you should go to the ‘Inventory help page’ and download your list so you can check that it is in the correct format.

Inventory Statistics

This table provides information about the performance of your inventory on BearingNet.

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The Summary of total hits for the year chart details the hit count for your inventory for the past year showing the hit count for each month.

A hit is a measure of the number of times your inventory has been found by other BearingNet members when they search. For example if you have a 22222 in your inventory and another company searches for a 22222 then the hit count for your inventory will increase by 1. So if the hit count is 2433 then your inventory has been displayed 2433 times this month. The number of inquiries that you receive should be higher if the hit count increases.

Inquiries Sent & Recieved

This chart shows you the number of inquiries sent and received by your company via the BearingNet inquiry system each month.

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Below is a list of which companies they were (the top 50). This will help you to see how successful your inventory list is in generating inquiries and also so you can know which companies are most interested in your products.

Inventory Health Check

This chart will tell you at a glance whether there are problems with your inventory list. Green indicates there are no problems, but red means your inventory list needs attention. If any of the sections is coloured red, you will see more information about it in the Bearing Inventory Status box.

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It has three sections:

Brand: This checks whether your list has included information in the brand column

Part: This checks whether some brand names have been included in the part number column

Inventory Count: This checks whether the number of lines of inventory you have loaded into BearingNet has reduced by 20% or more compared with your previous list.

Inventory Performance

These charts help you to see how well your inventory is performing.

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These charts help you to see how well your inventory is performing compared with the average of other companies in your region with a similar inventory level.

The top guage is a measure of the number of times items of your inventory are displayed in response to a search. If your figure is below average it could be because of a problem with your list, eg brands in your part numbers, or because you have a lot of interchange parts in your list, or your list includes less popular items.

The bottom gauge measures the number of RFQ's you receive through BearingNet compared with the average. A below average performance could be because your list is out of date or you have blocked a number of companies from viewing your inventory.

On both these gauges 100% means that you have the average percentage value.

Request your inventory list

Click on ‘Request Template’ to instruct BearingNet to send an email of the entire inventory that you currently have listed in BearingNet as a text file attachment to the registered user. The file that is sent will be formatted in exactly the correct format needed to Automatically Upload your inventory. You can use this file to prepare your inventory by editing the data in the file and once complete, reload the inventory back into BearingNet using the Automatic Upload facility. You can also use this file to show you the correct format for the automatic upload.

Automatic Inventory Upload

Your inventory list will be loaded into Bearingnet quicker by using the AutoUpload program.

There are two options to make your inventory list ready for the AutoUpload program.

These are:

Option 1: Create your AutoUpload list manually from your normal inventory-listing.

Option 2: Obtain a copy of your inventory list that is already loaded in BearingNet, which will be correctly pre-formatted for use with the AutoUpload program.

Option 1 – Creating and formatting your inventory

Once you have created your list, you will need to format it correctly. Below you will see a correctly formatted Excel spreadsheet that has all of the information required to work with the AutoUpload program.

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To create a spreadsheet (shown above), please follow these instructions:

In Cell A1: Enter your BearingNet User Name which is what you use to login to BearingNet.

In Cell B1: Enter your unique BearingNet inventory identifier, this can be found by clicking on “Your Account”, then “Your Inventory”. Your code will look like this example: 1ABC-ABCD-A1BC-1ABC.

In Cell C1: Enter either “1” or “0”. The character “1” means you want to REPLACE your entire inventory within BearingNet with this new inventorylist. The character “0” means you want to ADD the items in the new inventorylist to your existing inventory in BearingNet.

In Cell D1: Enter the email address where you want the email receipt from BearingNet to be sent. This email will confirm that your inventorylist has been entered successfully.

Cells A2, B2, C2, D2 and E2 are for your information & contain descriptions of what you should enter in the columns below:

Column A is for the PART NUMBER of the item you wish to enter.

Column B is for the BRAND of the item you wish to enter.

Column C is for the QUANTITY of the item you wish to enter.

Column D is for the DESCRIPTION of the item you wish to enter.

Column E is for the PT TYPE of the item you wish to enter.

Column F is for the PRICE of the item (optional).

The “!” character means that this line of information will be ignored by the AutoUpload program and not entered into BearingNet.

Explaining the PT Type needed for Auto Upload.

The PT Type is the most important part of your AutoUpload Excel spreadsheet. If you do not enter the correct information, your inventory will not be processed.

Shown below are the PT Type codes and their meanings:



L is for SEALS

C is for CHAINS

T is for BELTS

P is for PULLEYS



Once you have completed your Excel spreadsheet with all of the items you want to enter into the BearingNet search system, check that you have entered all of the information required for the program to work correctly: User Name, Stock ID (this is your unique inventory identifier), “1” or “0”, Email Address and PT Type.

The main reason for a list being rejected by the AutoUpload program is missing information.

If you save the file in any other format, then it will be automatically rejected.

Option 2 – Obtaining your pre-formatted inventory list

The second way to load your products into BearingNet is to obtain a copy of your inventory list already in BearingNet, which has been pre-formatted for use with the AutoUpload program. To do this, you will need to Login to BearingNet and go to ‘Your Inventory’ .

When you are at the Inventory page, you will need to click the ‘Send Request’ button. An email will then be sent to you, with all the inventory you have on BearingNet contained in an attachment.

When you open the attachment in Excel, it will look like this.

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Once the file has been opened you can add, delete or adjust any of the lines of information within your inventory list. You will need to save this list as a Text (Tab Delimited) file before re-entering it into BearingNet using the AutoUpload program.

Rows 2, 3 and 4 are for information only and can be deleted or ignored as required.

Loading your inventory

Once your new, adjusted or pre-formatted list has been saved and you want to enter it into BearingNet, you will need to Login and then go to ‘Your Inventory’ , by clicking the link.

The ‘Inventory Upload’ Box is displayed. To upload your inventory click on the ‘Upload’ button and select the saved file which you want to upload into BearingNet. Once selected click on ‘Upload’. The file is sent to BearingNet and will be automatically loaded. You will receive a confirmation email once the inventory has been loaded successfully. If there were any problems with loading your inventory then this will also be sent to you by email.

What happens next?

After you have successfully loaded your inventory, using the AutoUpload program, you will receive an automated email ‘receipt’ from BearingNet.

The email you receive will have an attachment which confirms your inventory has been loaded into BearingNet, the quantity of items and if there have been any lines with errors which have not been loaded by the AutoUpload program.

The attachment in the email receipt when opened in Excel will look like the example below:


In the notification is your Username, Stock-Id, Email address & description of the error. Once the error has been corrected, you can re-submit the problem lines. Please ensure that you change the “1” to “0” (circled above for illustration), so that the new and adjusted items are added to your listing and not replacing the listing completely.  

Loading via FTP (Advanced Users)

If you would like to load your inventory via FTP, the settings are available from You will not see any files on the remote server, but you can simply transfer your files across. In which case, enter the address

Delete your entire inventory

You can delete inventory manually. However if you want to delete your entire inventory listed on BearingNet then please send an email to We will verify that you are authorised to make this request and then delete the inventory for you. Only BearingNet can delete your entire inventory.

Manage who sees your inventory

You can set rules to control how you receive inquiries for your inventory if there are specific companies using BearingNet that you do not want to see any of your inventory, or who you do not want to receive inquiries from. In 'Your Account' select 'Inquiry Method Control' from the 'Rules' section on the left menu column.


There are three options:

Visible - Your inventory item will be shown on the search results page. This option is indicated by a Green Tick.JPG

Hidden - You can hide your inventory from certain companies, countries or regions. It will not display to users from those companies, countries or regions when they perform a search. This option is indicated by a Red Cross.JPG

Limited - This option means that the selected companies can see your inventory items, but they can only send an RFQ directly by email, phone or fax. They will not be able to send an RFQ via the BearingNet system. This option is indicated by a Amber Tick.JPG

To select a company that you do not want to view your inventory choose 'Company' from the drop down 'Criteria' list. You will then be able to select the company from the 'Value' list and assign your preferred inquiry method.

It is also possible to apply the inquiry method options by Region, Countries or Company Status.

You can also amend the Inquiry Method from individual companies in the 'Relationship Settings' section of their company details page. Your selections are displayed in the “Sales contact settings” page in “Your account”.