Importing and Exporting

Utilities → Utilities → Import and Export

Importing data is a powerful way to populate your database, especially if you already have large amounts of inventory data stored in another program. However, in order to import your data into the Inventory Pro system, you will need to format it in specific ways to make sure that the data enters the Inventory Pro database correctly. There are a number of templates available on the Import and Export page that will help you in this process. There are eight types of import data available (Inventory, Bill of Materials, Direct Receipt, Suppliers, Suppliers Catalog, Shipping Order, Direct Issue, and Customers) and most of them are very similar, so only the most commonly used ones will be included in this manual (although the others are fully functional and can be used just as well as the imports below)

Utilities → Utilities → Import and Export

For example, let’s say that you wanted to input your pre-existing inventory data into Inventory Pro. The first step would be to navigate to the Import and Export page (click on the Utilities menu and then on Import and Export) and then click on the blue link labeled Import Inventory Template. You should then download an Excel® file (.xls) that will look like this:

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* This is not the full size of the template

It is very important that you look at the information to the left and right so you understand how to format the document and what information goes where. As well, rows 1, 2, and 3 are empty except for important instructions about formatting. Follow the instructions in rows 1, 2, and 3, and otherwise do not put anything in rows 1, 2, or 3. The instructions should indicate that you delete the instructions themselves, which you may do now but should wait to do until you have finished preparing the data for import so that you do not forget the instructions. You are now able to input your data into the .xls file. Fill in the data as indicated by the headers, which indicate under which fields the information will be included in the database after the import. The number in parentheses indicates how many characters are allowed to be in that particular field. If the item in parentheses is not a number but the letter x, it is a checkbox. Enter an x to check the box or leave it blank to keep it unchecked. Note that if you use warehouses, suppliers, center codes, categories, or any other data not already in Inventory Pro, new warehouses, suppliers, and other data will be added to the database accordingly. They will be blank other than the name assigned in the import sheet. When you are inputting data, note that if Buy or Sell are not checked, you will not be able to buy or sell the item, respectively, so you will want to be especially certain that an item should or should not be checked in this category as this can be the cause of many issues for users. As well note that inputting a nonzero value into the In Stock column is the same as a direct receipt of that item for the amount in the column. Therefore if you upload, notice an error in your data, and decide to reupload, you should leave the In Stock column as 0 on reupload to avoid accidentally doubling your inventory.

It is very important to remember that you must enter every piece of data (with a few minor exceptions below) for every item. Not doing so can lead to many errors within the system so it is critical that no field (with the exception of fields labeled with a GL (i.e. GLSales), fields dealing with serial numbers, the ImageFile field, and checkbox fields) are left blank (unless the import template instructs you to do so). It is equally critical that you do not alter the formatting of the file (including the filename, position of rows, headers, or any other formatting) in any way. Failure to do so may result in serious errors.

Once you have finished, remember to delete the instructions in rows 1, 2, and 3. You can then upload your data into the database. Save your document and then return to the Import and Export page. Click on the “Choose File” button and then select your file in the window that appears. Once you have done so, click on the “Load Inventory” button to load the data into the database.

Utilities → Utilities → Import and Export

Importing customers works almost the same way as importing inventory into the system. The first steps are almost identical: navigate to the same page you would like to import inventory, then simply click on the Customer Import Template link rather than the Inventory Import Template link. The rest of the process is very similar as well, as you first fill in data into the appropriate cells and then click on the “Choose File” and “Load Customers” buttons in that order to select the correct file and then import that field’s data into the database.

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There are, however, several key differences. In a customer import file, far less information is necessary for a successful import. In fact, only one field (Short ID) needs to be filled in for a successful import of customer data. While you are encouraged to fill in the other fields, as it makes looking up, organizing, and contacting your customers easier, there is no obligation to do so for the program to run correctly. As well, in the customer import file (and in every other import file with the exception of the inventory import file), there are no instructional rows to delete. It does share one commonality with the inventory sheet, however: the spreadsheet must still be left with no formatting changes or else it will not upload successfully. Importing suppliers is identical to importing customers, with the exception of which buttons must be pressed (here, you click on the Suppliers Import Template link and upload using the “Choose File” and “Load Suppliers” buttons in the Suppliers row). This is the case with all of the other data import templates not yet covered (i.e., importing bills of materials and the supplier’s catalog) as well: each requires only the first column to be filled for each item; each has additional columns, unique to that import spreadsheet, that automatically enter data into Inventory Pro; and each is uploaded in the same way using the appropriately labeled buttons on the Import and Export page.

Utilities → Utilities → Import and Export

Importing orders (and direct issues and receipts, which share a similar process to importing orders) into Inventory Pro is similar to importing other types of data into Inventory Pro. However, instead of importing each line as a new record (as importing inventory items, suppliers, or customers would do), it creates one or a few orders with all of the data listed (much like importing a bill of materials), depending on how many different order numbers are in the first column. To import order data into Inventory Pro:

1. Click on Utilities and then on Import and Export.
2. Click on the Download Template link for the order that you wish to import. (In this case, we’ll import a purchase order, but these steps are more or less the same for any order type).
3. Open the file that was downloaded (it should be titled POImport.xls for a purchase order, ShipUnits.xls for a transit, ARN Template.xls for a direct receipt, AISN.xls for a direct issue, and soImport.xls for a shipping order). You should see a file that looks similar to this:
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4. Use the order number column to set the order number of the order that you are importing. Additionally, you can enter different order numbers on different lines to import multiple orders. Doing so will fill out each new order only with those items which have that order number listed in their order number column (Note: Transits and Direct Issues and Receipts do not have this feature).
5. Fill out other data about the order in the appropriate columns.
6. Save the file.
7. On the Import and Export page of Inventory Pro, click on the Choose File button in the appropriate field and select the file you filled out.
8. Click on the import button in the appropriate field to finish the import.

Utilities → Utilities → Import and Export

Inventory Pro allows you to export certain portions of your database as an Excel® file (.xls). These include the item catalog for any or all warehouses, the bill of materials for any or all assembly items, the supplier's list, the catalog for any given supplier, and your customer records. To export data from Inventory Pro:

1. Click on Utilities and then on Import and Export.
2. Click on the blue link of the file you wish to export.
3. An .xls file will be downloaded to your computer.
4. Click on the file to open it. Note that a message may pop up about the file format not matching the extension. If this occurs, open the file regardless as in this particular instance this is harmless.
5. You now can view or modify with your exported data as you would any other Excel® file.