In this task you will import or enter your location stock quantities and inventory costs as of system startup day. It is essential that you perform your initial stock qty import in a single day and make a clean cut over of inventory to DBA on Startup Day.
DBA Inventory Overview
1.Your Stock Qty Import will bring in your entire inventory in a single import into DBA. The summary totals of your quantities per location x the unit value should total to your overall Inventory value.
2.In a followup task, you will draw down your inventory quantities in your financial accounting system. From Startup Day forward, inventory quantities and transactions are exclusively handled in DBA.
3.In the next task, you will make an inventory value entry into DBA and it will tie down to your source import sheet from the Stock Qty Import. Your inventory value will now always tie down to transactions made in DBA and will flow through to your financial accounting system as part of the GL summary transfer.
Task Notes:
•In the Startup Wizard screen, click the button to the right of this task to launch the Initial Stock Qty Import screen. Use the screen to import initial stock quantities and costs from an Excel spreadsheet. The button will not be available until you have completed all prior tasks and activated your Startup Day mode in the prior task.
•If you are not using locations in your financial accounting system, you can edit the import spreadsheet to specify item locations.
•You can import quantities into a location one time. This is not meant to be a repeat import. The intent is to do a complete import of all inventory quantities per location and unit cost values in single import.
Initial Stock Qty Import
Assign items to characteristics after stock quantity import
Stock items should not be assigned to tracking characteristics such as lot and serial control until after you import initial stock quantities. After initial stock quantities are imported, you can then assign items to characteristics in the Lot/Serial Control screen or on the Lot/Serial tab of the Stock Items screen. As you do so, the program requires you to allocate the stock on hand to characteristic values.
If you’ve already assigned items to characteristics:
The Initial Stock Qty Import rejects stock items that are assigned to characteristics. So if you’ve already assigned items to characteristics, you have two options:
•You can clear all characteristic assignments in the Lot/Serial Control screen so that you can run the initial stock quantity import and then reassign characteristics afterwards.
•You can delete the items assigned to characteristics from your import spreadsheet and then run the import on all items without characteristics. You can then manually enter initial stock quantities for items with characteristics using the Stock Adjustments screen.
Supporting Tables
The following tables must be created in advance before you can import your initial stock quantities.
Stock Items (Required)
All your stock items must be entered or imported before you can import initial stock quantities.
Locations (Required)
Each stock quantity must be associated with a location.
*.csv File Format
Make sure you save the initial stock quantities spreadsheet as a *.csv file type, which is the format required by the mapping screen.
Spreadsheet Columns
Your spreadsheet must include the following columns. Be sure and insert a title in row one of each column heading so that the column can be identified during the mapping process.
Item ID (Required, String, 30)
Each item will have one row for each location with a stock quantity. So if an item has stock in three locations, it will be given three rows in the spreadsheet.
NOTE: Do not import items assigned to tracking characteristics. Initial stock quantities for such items must be manually entered in the Stock Adjustments screen.
Location (Required, String, 10)
This is the location associated with the stock quantity.
Stock Qty (Required, Float)
This is the stock on hand at this location.
NOTE: The stock quantity cannot be zero or negative.
Inventory Cost (Required, Float)
This is the current “average” unit cost or “inventory” unit cost for the item in your old system.
NOTE: If an item has multiple rows in the spreadsheet, repeat this cost value in each row.
Spreadsheet Import
The import process involves four screens that are presented in succession by clicking the Next button.
Screen 1 – Introduction
This first screen provides information notes on each particular import, a list of supporting tables that should be populated prior to running the import, and a listing of required fields.
Screen 2 – Select Import File
1. Column headings
This checkbox is selected by default and tells the program to skip row one of the spreadsheet because it contains column headings.
2. Choose the import file
Click the button in this field to navigate to your *.csv spreadsheet file.
Screen 3 – Map Fields
Om this screen you will map each DBA field, where applicable, to the corresponding column on your spreadsheet. Field explanations are as follows:
Your Data
Click the down arrow and select the column heading from your spreadsheet that matches the DBA field.
Required
This checkbox is selected when the field is required, which means all rows in your spreadsheet must have a value. Mapping is optional with non-required fields.
DBA Field
This is the descriptive name of the field in DBA.
Type
This indicates the field type, such as ‘Blob’ (freeform text), ‘Boolean’ (true/false), ‘Float’ (floating decimal), and ‘String’ (alphanumeric).
Length
This indicates the field length, when applicable.
Screen 4 – Import Data
When you are done with your mapping, click the Import button. The program will attempt to import your data. If any errors are found, the data will not be imported and a list of errors is presented on the screen.
