(File – Data Import – Stock Items – Stock Items (New))
Use this screen to create new stock items
Use this import screen to create new stock item records. To update existing records, use the Stock Items (Update) screen.
Supporting Tables
Some or all of the following tables must be created in advance before you can import your stock items. Refer to the Startup Guide for details.
Item Categories (Required)
Each item is assigned to an item category for classification purposes.
Locations
Each item can optionally be assigned to a default Issue Location and Receipt Location.
Location Groups
Each item can optionally be assigned to a Location Group. User-defined Location Groups enable allowable locations to be assigned to a set of stock items.
*.csv File Format
Make sure you save the locations spreadsheet as a *.csv file type, which is the format required by the mapping screen.
Excel - Special Warning Regarding Leading Zeroes in your Reference IDs
Excel will automatically drop leading zeros from a Reference ID in a spreadsheet data column. This can lead to an "unable to find value" error during data import. If you encounter this issue, you may consider using the Open Office spreadsheet tool. The Open Office spreadsheet .csv format will not auto-format your data.
Spreadsheet Columns
Your spreadsheet can consist of some or all of 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 import process.
Item ID (Required, String, 30)
This is the code (part number) that identifies the item.
Item Description (Required, String, 60)
This is the item’s formal description.
Stocking UM (Required, String, 8)
This is the item’s stocking unit of measure. If you also have a purchasing unit of measure, it will be imported later using the Data Import – Item Sources – Item Suppliers screen.
Item Category (Required, String, 20)
The Item Category is used to classify items for reporting and posting purposes. The values in this column must correspond to records in the Item Categories table.
Mfg or Purch (Required, String, 1)
Assign each manufactured item a value of ‘M’ and each purchased item a value of ‘P’.
Item Notes (Blob)
This field is for freeform notes against the item.
Estimated Cost (Float)
Import an estimated cost against ‘P’ (purchased) items. The estimated cost for 'M' (manufactured) items is calculated at a later time by the BOM - Cost Rollup, but you can optionally import an estimated cost for now as a placeholder cost until the rolled up cost gets calculated.
Primary Location (String, 10)
Enter the item’s primary storage location. Any value in this column must correspond to a record in the Locations table. If you leave this field blank when importing a new record, the program assigns the default Primary Location designated in the Inventory Setup – Inventory Defaults screen.
Receipt Location (String, 10)
Enter the item’s default receipt location. Any value in this column must correspond to a record in the Locations table. If you leave this field blank when importing a new record, the program assigns the default Receipt Location designated in the Inventory Setup – Inventory Defaults screen.
Location Group (String, 20)
Each item can optionally be assigned to a Location Group, which enables you to assign allowable locations to a set of stock items as an alternative to doing so one item at a time. Any value in this column must correspond to a value in the Location Groups table.
Drawing No (String, 30)
This setting applies to ‘M’ (manufactured) items only.
Drawing Title (String, 60)
This setting applies to ‘M’ (manufactured) items only.
Unit Weight (Float)
The weight (pounds, kilos, etc.) associated with one unit of the item.
Unit Volume (Float)
The volume (cubic feet, meters, etc.) associated with one unit of the item.
Standard Pack Size (Float)
The number of units included in one shipping pack (carton, pallet, etc.) for the item.
Tax Code (String, 10)
Only give this field a value when the item is to be assigned an exception to the header Tax Code in sales orders or purchase orders. Any value in this column must correspond to a value in the Tax Codes table.
Warranty Code (String, 20)
Any value in this column must correspond to a record in the Warranty Codes table.
UPC Bar Code (String, 20)
This is a cross-reference ID number used in association with UPC bar coding.
Creation Date (Date)
This is the date the item was originally created.
User-Defined Fields (up to 6) (Date or String, 50)
The remaining mapping fields are user-defined fields specified in the Utilities – User-Defined Fields screen for stock items. Up to six such fields can be defined in either text or date format.
Date Field Format
If the user-defined field is a date type, it must conform to the Short Date format defined in the Regional and Language Options found in the Windows Control Panel on your file server.
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.
