Import/Export Function and managing materials and papers

📄 Managing Materials / Papers

In the admin area under Materials / Papers, you can create, edit, duplicate, or delete individual paper types. You can also search through existing entries.

🔧 The following parameters can be defined:

Form: Sheet, Roll, Envelope, Piece
Type: Paper, Cardboard, Plastic, Foil, Metal, Wood, Fabric
Name: Freely definable name
Category: e.g., matte coated, glossy coated, uncoated paper etc.
Environmental Certification: Selection of available certifications
Grammage: in g/m²
Width: in millimeters
Height: in millimeters
Grain Direction: None, Long Grain, or Short Grain
Surface Treatment: e.g., coated, uncoated, primed
Surface Color: e.g., red, blue, chamois
Surface Texture: e.g., satin, embossed
Order Number: Can be adjusted later during price definition

⚠️ Important regarding grain direction:

Make sure to specify the correct grain direction:

1020 × 700 mm = Long Grain
700 × 1020 mm = Short Grain

Only with the correct input can Keyline accurately recognize the grain direction and optimize the sheet layout accordingly.

📥 Importing Materials

If you want to import multiple materials at once, we recommend the following approach:

Export an existing list
Select the desired supplier and material category.
Download and edit the Excel file
Keyline will generate a spreadsheet that you can modify directly.
Adjust prices or add new materials and packaging units
Re-import the file into Keyline
The system will automatically run a sample check before final import.

✅ Reviewing the Import

Before finalizing your import:

Take a close look at the sample entries:

Are the prices correct?
Are the materials and papers correctly named?

If everything looks good, you can complete the import – the data will then be available in the system immediately.

🧪 Demo Data & Best Practices for Data Management

Your demo account already includes a selection of sample papers and materials, so you can start exporting and working with real example data at any time.

We strongly recommend importing only as much as necessary – but as little as possible.

Many suppliers provide lists with more than 20,000 price components, which often proves impractical in day-to-day use.

Our motto: Less is more.

A clean and well-maintained system with a clear structure and proper data hygiene is far more valuable than an overloaded database full of unnecessary entries.

📊 Explanation of the Key Columns

No.	Column Name	Type	Description	Examples / Allowed Values
1	Substrate Form	Text	The form of the printable substrate	Allowed: "sheet", "roll", "envelope", "piece"
2	Substrate Type	Text	The material type of the substrate	Allowed: "paper", "carton", "plastic", "foil", "metal", "wood", "cloth"
3	Paper Name	Text	The name of the paper, without additional info	Example: "MultiArt Silk"
4	Category	Text	Product category of the paper (comma-separated for multiple values)	Examples: "Glossy Photo", "Matte", "Uncoated"
5	Width (mm)	Integer [mm]	Width of the paper. For short grain (Schmalbahn), this is the cross-grain value; for long grain (Breitbahn), it is the grain-parallel value	Example: 1000
6	Length (mm)	Integer [mm]	Height of the paper. For short grain, this is grain-parallel; for long grain, it’s cross-grain	Example: 700
7	Caliper (µm)	Integer [µm] (optional)	Thickness of the paper in micrometers	Example: 150
8	Weight (gsm)	Integer [g/m²]	Grammage in grams per square meter	Example: 150
9	Grain Direction	Text (optional)	Direction of the grain	Allowed: "Breitbahn", "Schmalbahn", "short", "long", "SB", "bb", etc.
10	Surface Color	Text (optional)	Surface color of the paper	Examples: "white", "ivory"
11	Surface Texture	Text (optional)	Surface finish of the paper	Examples: "matte coated", "glossy", "embossed"
12	Environmental Certification	Text (optional)	Environmental certification of the paper	Allowed values: see below
13	Color Saturation	Float [0..1] (optional)	Color saturation as a value between 0 and 1	Example: 0.24 (for 24%)
14	Coated	Boolean	Indicates if the paper is coated	Allowed: j, y, n, 0, 1
15	Article Number	Text	SKU or order number	Example: "ABD938832"
16	Sales Quantity / SKU	Integer	Quantity this price applies to	Examples: 1, 1000
17	Price of Sales Quantity	Float	Price for the defined sales quantity in local currency	Example: 0.3232, 1932.21
18	Pre-cut	Boolean (optional)	Indicates if the paper is delivered pre-cut	Allowed: j, y, n, 0, 1
19	Unit of Sales Quantity	Text (optional)	Unit for the sales quantity. If empty, it is inferred from substrate form: - "sheet" → sheet - "roll" → meter - "envelope" / "piece" → piece	Allowed: "sheet", "m", "sqm", "piece", "kg"
20	Tier Quantity	Integer (optional)	Minimum quantity required for tier pricing	Examples: 10, 500, 10499
21	Unit of Tier Quantity	Text (optional)	Unit for the tier quantity. If omitted, it defaults to the unit of the sales quantity. Add _noream to indicate non-ream units.	Allowed: "sheet", "m", "sqm", "piece", "kg", "sheet_noream", etc.
22	Partial Ream	Boolean (optional)	Indicates whether partial ream orders are allowed	Allowed: j, y, n, 0, 1
23	Step Quantity	Integer (optional)	Defines the step between valid order quantities. If 1000, then only multiples of 1000 are allowed. If empty, defaults to sales quantity.	Example: 1000
24	Delivery Time (Working Days)	Integer (optional)	Expected delivery time in working days	Example: 2

Allowed values for column 12 Environmental Certification:

FSC 30%	FSC 50%	FSC 70%	FSC 80%
FSC 100%	FSC Mix Credit	FSC Mix 30%	FSC Mix 50%
FSC Mix 70%	FSC Mix 80%	FSC Recycled Credit	FSC Recycled 30%
FSC Recycled 50%	FSC Recycled 60%	FSC Recycled 70%	FSC Recycled 75%
FSC Recycled 80%	FSC Recycled 85%	FSC Recycled 95%	FSC Recycled 100%
PEFC 70%	PEFC 75%	PEFC 80%	PEFC 95%
PEFC 100%

If this option is enabled, all materials of the same category and from the same supplier will be deleted that are not part of the current import,

have no stock, and have no prices from other suppliers assigned.
(including the associated papers and colors defined in the admin area)