Inventory System – Inventory Import – Training Video

Hello and thank you for joining me for this training video. Today we will be covering the Excel Import Process. This process can be used to import the Files for the initial population of data and for bulk updates. We will be walking through both the Stock Item import and the Inventory import.

It’s important to understand the difference between the two. The Stock Item import sets up the definitions for the items and how to treat them, while the Inventory import brings in quantities, locations, lot, and serial numbers. While our Inventory System does not require your excel file to be set to a specific layout, Excel often puts in formatting that interferes with the Import Process.

We recommend copying everything out of an Excel file into a .txt file, then create a new blank Excel file remove bulk formatting and copying the data back into Excel. For more detailed instructions please refer to the wiki, link in the description.

From the home screen click on the ‘Files’ icon and choose the file type to import (Stock Item, location, Customer, etc). We are starting with Stock Item. Once the page is loaded, press the ‘Import’ button under the Search bar. Press next to verify the Source will be an Excel File. Use the ‘Select’ button to search your PC for the Excel file to use for the import.

After verifying the Sample Data (to make sure it’s the right file) press the ‘Next’ button. At the top of this screen are the options to Import New, Update Existing, Add Alternate Stock #’s, Add Bill of Materials, and Add Location Min/Max. Since this is our first import of these Stock Items will choose Import New.

The section below will have Barcloud fields on the left and drop-downs containing the column names from Row 1 of the Excel file. Simply select the field name on the right side to match the Barcloud field on the Left. Any fields whose name in Excel matches a Field in Barcloud will be automatically linked.

If this is an import that will be repeated, it may be beneficial to save the mapping with the ‘Save Map’ option at the bottom. Pressing the ‘Next’ button will validate the data in the excel file. Any lines that have issues which would prevent importing will be shown with the error in red. The full list of possible errors is listed in the wiki, link in the description. The most common errors are ‘Location ID does not exist in the System’, and ‘Duplicate Line’. For ‘Does not exist’, check to make sure you are importing items in the correct order, Stock Items and Inventory quantities should be last.

Also check the Excel file for spaces before or after the name since those are counted too. Duplicate Lines are rarely an issue, this typically means the data exists in multiple places in the Excel file and will only be imported once. Any extra occurrences of the data should be removed, by clicking the box on the far left of the line and clicking the ‘Remove Selected’ button. Once all errors have been removed, click on the revalidate.

After re-validating or if there were no errors, press ‘Import’. Once complete, close the window. Now that we have the Stock Items Imported it’s time to import the Inventory. We’ll start off by clicking the ‘Inventory’ button in the Main Navigation Ribbon. Press the ‘Import’ button below the search field. Press ‘Next’ and then use the select button to choose the file from the computer.

Verify the first 5 rows to ensure the correct file was loaded and press ‘Next’. Map any fields that do not auto map based on the names by matching the Excel column name on the right to the Barcloud field on the left. Save the map if needed and press ‘Next’. As with all import processes any issues which prevent the import will be listed in red. A full list of errors and how to correct them is available in the Wiki.

Re-Validate once the issues have been addressed and press ‘Import’. Once the process has completed press the ‘Close’ button. We can now verify the import in the ‘Inventory’ screen. Thank you again for joining me for this video. Be sure to check out the rest of our Training Videos for any other questions.