Plainstep THE PRACTICAL GUIDE
How to compare supplier price lists without missing a smaller pack.
When a supplier sends an update, compare the same product on the same buying basis. A price per case is not a price per item, and a missing row does not automatically mean a product has been discontinued.
1. Prepare one old list and one new list
Use files from the same supplier and pricing tier. Keep a copy of each original. In Excel, save the relevant sheet as CSV UTF-8. Use a single header row, without merged cells or subtotals. Keep product codes as text, especially when they start with zeros.
The minimum columns are product code and price per pack. Add units per pack, base unit and currency when applicable. A pack of 24 bottles should have pack size 24 and base unit bottle in both files. Do not compare a bottle to a litre without an explicit conversion outside this tool.
2. Match codes, not row positions
Suppliers reorder rows. In Excel, first check duplicate codes with COUNTIF, then use XLOOKUP with exact matching to bring in the new price. Plainstep uses exact, case-sensitive SKU matching after trimming outer spaces. It keeps duplicates visible rather than picking the first price.
3. Compare the cost per base unit
unit cost = price per pack ÷ units per pack
change % = (new unit cost − old unit cost) ÷ old unit cost × 100
A $240 pack containing 24 equivalent items costs $10 per item. If the next pack contains 20 items at the same $240 price, that is $12 per item: a 20% increase. Check the actual item specification before treating the result as comparable. When the old cost is zero, a percentage change is undefined.
4. Review the exceptions before taking action
- Duplicates may represent pricing tiers or different variants, not an error to merge.
- Currency and unit changes need separate review, not automatic conversion.
- Items absent from the new list may simply be omitted. Confirm with the supplier before deactivating them.
- List price may exclude your discount, freight and tax. Compare equivalent net terms outside this tool.
5. Estimate the effect on a planned purchase
If your old list contains planned quantities in base units, multiply the change in unit cost by those quantities. Keep currencies separate. Plainstep reports a partial estimate only for unique, comparable, unflagged pairs; pack-size changes and unmatched items are excluded. It does not predict your future purchasing or savings.
Try the complete example
The fictional sample includes an increase, a decrease, a smaller pack, a missing item, a new item, a duplicate and a currency change. You can inspect each source record and export a report. The report is for review, not direct import into an ERP.
Compare supplier price lists →