Bulk Query Feature

Overview

The Bulk Query feature allows you to check multiple part numbers simultaneously, saving time when preparing quotes or planning large orders. Upload a list of part numbers and instantly check availability, pricing, and stock levels for all items at once.

Perfect for:

  • Quote preparation and pricing requests

  • Large order planning

  • Regular inventory checks

  • Reviewing customer parts lists

Key Benefits:

  • Process hundreds of parts in seconds

  • Get real-time pricing and availability

  • Export results for record-keeping

  • Add available items directly to cart

  • Create inquiries for unavailable parts

Getting Started

Step 1: Prepare Your File

Create an Excel (.xlsx) or CSV file with the following structure:

Required Columns:

  • PartNumber OR CustomerMaterialNumber - The part you’re searching for

  • Quantity (optional) - Defaults to 1 if not provided

Example Using Part Numbers:

PartNumber

Quantity

ABC123

10

XYZ789

5

DEF456

15

Example Using Customer Material Numbers:

CustomerMaterialNumber

Quantity

CUST001

20

CUST002

8

Tip

Download the template from the Bulk Query page for the correct format.

Step 2: Upload Your File

  1. Navigate to User Area → Bulk Query

  2. Drag and drop your file onto the upload area, or click to browse

  3. Click Process Query

  4. Wait while the system processes each part number (this may take a moment for large files)

Step 3: Review Results

Once processing is complete, you’ll see a comprehensive dashboard showing:

Summary Statistics:

  • Total Items - Total parts in your query

  • In Stock - Items with sufficient stock to fulfill your quantity

  • Low Stock - Items with partial stock availability

  • Out of Stock - Items currently unavailable

  • Not Found - Parts that couldn’t be matched in our system

  • Total Value - Estimated total cost for all items

Results Table:

Each part displays:

  • Product image

  • Part number (with alternative part if cross-referenced)

  • Description

  • Requested quantity

  • Unit price

  • Extended price (unit price × quantity)

  • Available stock

  • Status badge (color-coded)

Step 4: Take Action

Filter Results:

Use the filter dropdown to focus on specific stock statuses:

  • All Items

  • In Stock

  • Low Stock

  • Out of Stock

  • Not Found

Export Results:

Click Export Results to download an Excel file with all data for record-keeping or sharing.

Add to Cart:

Click Add Available to Cart to automatically add all in-stock items to your shopping cart. Items will be added with quantities limited to available stock.

Create Inquiry:

Click Create Inquiry to generate an RFQ for out-of-stock or low-stock items. This will redirect you to the inquiry system with items pre-populated.

Start New Query:

Click New Query to upload a different file and start over.

Use Cases

Quote Preparation

Upload your customer’s parts list to quickly generate pricing and availability information for quote creation.

Large Order Planning

Check stock levels before placing a bulk order to identify items that may need lead time or alternatives.

Regular Inventory Checks

Maintain a spreadsheet of your frequently ordered items and run weekly queries to stay informed about availability changes.

ERP Integration (Manual)

Export your ERP parts list, run through Bulk Query, then import results back into your system.

Best Practices

DO:

✅ Keep your files organized with clear column headers

✅ Use the template for guaranteed compatibility

✅ Export results for your records

✅ Run queries before large orders

✅ Create inquiries for unavailable items

DON’T:

❌ Include special characters in part numbers

❌ Upload files larger than 1000 rows (split into multiple queries)

❌ Forget to save exported results

❌ Mix different units in the quantity column

Limitations

  • Maximum 1000 parts per upload

  • Supported formats: .xlsx, .xls, .csv

  • Processing time: ~1-2 seconds per part

  • Pricing shown is current and may vary at time of order

Troubleshooting

Common Issues

Problem: “File format not supported”

Solution: Ensure file is .xlsx, .xls, or .csv. Re-save from Excel if needed.

Problem: “No data found in file”

Solution: Check that column headers are exactly PartNumber or CustomerMaterialNumber (case-sensitive).

Problem: Processing takes too long

Solution: Split large files into batches of 500 parts or less.

Problem: Many “Not Found” results

Solutions:

  • Verify part numbers are correct

  • Check for extra spaces or special characters

  • Try using customer material numbers instead

  • Contact MHS support to update cross-references

File Template

Simple Excel/CSV Template:

PartNumber,Quantity
ABC123,10
XYZ789,5
DEF456,15

Using Customer Material Numbers:

CustomerMaterialNumber,Quantity
CUST001,20
CUST002,8
CUST003,12

Warning

Do NOT mix part numbers and customer material numbers in the same column. Use one or the other.

Integration with Other Features

Bulk Upload vs Bulk Query:

The Bulk Query feature is different from Bulk Upload and Ordering:

  • Bulk Query: Check pricing and availability without ordering

  • Bulk Upload: Create and submit orders from spreadsheets

Custom Part Numbers:

Bulk Query supports Advanced Part Number Management integration:

  • Use your custom part numbers in queries

  • Automatic cross-reference lookup

  • Mixed numbering schemes supported

Favorites Integration:

  • Add frequently queried parts to Favorites Management

  • Build templates from your favorite items

  • Quick access for regular inventory checks

Next Steps

Continue exploring advanced features:

  1. Developer Portal - Generate API keys for programmatic access

  2. REST API Integration - Automate bulk queries through the REST API

  3. Bulk Upload and Ordering - Upload complete orders after validation

  4. Advanced Part Number Management - Set up custom part number mappings