Allow Import from MS Excel into Inventory Counting and Posting Documents

Transcription

1 AllowImportfromMSExcelintoInventoryCountingandPostingDocuments Import from MS Excel provides you with two import modes: Full import mode imports all data (items, warehouses and bins and counted quantity). Update mode allows the existing lines in an inventory counting document to be updated. Note that update mode is not available in an inventory posting document. Import from MS Excel does not add new items to the database, it only allows existing items, and warehouse/warehousebin selection to be quickly selected, or updated in the inventory counting documents. FullImportMode 1. Selectfieldsforimport: I. Choose Inventory -> Inventory Transactions -> Inventory Counting Transactions -> Inventory Counting. The Inventory Counting document is displayed. II. Choose the Add Items button, and select Import Items. The Import from Excel form is displayed: Note that the Select Items option opens the Inventory Counting - Items Selection Criteria window. III. Set fields for import: a. In the Import from Excel window, select the fields to import from the dropdown list:

2 IV. The selected fields can be saved as a template for future use by choosing the button Save As. All saved templates are available for selection by choosing the Use Data Template pushbutton. V. If you select the Update Existing Records checkbox, the import will run in update mode. 2. Createtheimportfile(.txtformat)fortheselectedfields: I. Enter all necessary data in the MS Excel file. The order of the columns in the MS Excel file must match the order in which they are selected in the Import from Excel window. The final import template *.txt file should look like the following (Note, the header line does not exist in the *.txt import file) :

3 II. Managing serial numbers and batch numbers in the import file: a. There is a 1:1 relationship between the batch number and the counted Quantity. Using the figure below as an example, rows 4-7 show the item code Batches. However, each row shows a different batch number and each batch number has an associated counted quantity. b. Serial Numbers also have a 1:1 relationship between the serial number and its associated counted quantity. In this case the counted quantity will always be one. Rows 8-24 show this. c. When imported these lines (lines 4 7 in the above figure) are merged into one row in the Inventory Counting Document and the batch/serial numbers are displayed in the Select Batch/Serial Numbers window. For more information, see section 4, Import Item Rules, point IV, Merging Rules. d. If you count quantity greater than is currently shown in the In-Whse Qty on Count Date and a new (not defined in the database) serial/batch number is defined for this additional quantity, SAP Business One imports it as a draft. For example, SN_C1, in the figure below. Note that serial numbers are not finalized until they are posted in the inventory posting document:

4 III. e. Batch quantity validation: i. The imported batch quantity cannot exceed the quantity available for that batch in the database. Saving the import file: a. Save this file in a *.txt file (Note that text is not supported for the Macintosh Format).

5 3. Importitemsdataintoaninventorycountingdocument I. To Import the.txt file, choose the OK button in the Import from Excel window and select the associated *.txt file (as created in step 2, Create the import file (.txt format) for the selected fields). Note that once you have selected the file it is automatically imported into the inventory counting document: II. Any system messages will now be displayed in the Import from Excel Results window. 4. ImportItemRules I. The fields which you can import are: Item Code Item Description Warehouse Code Bin Location Code Bar Code UoM Code Serial Number Mfr. Serial Number Lot Number Batch Number Counted Quantity

6 Mandatory fields are: II. Item Code, Warehouse Code if warehouse is not managed by bins Bin Location Code - If the warehouse is managed by bins. Note that If the warehouse is bin managed, and both the bin and the warehouse are completed, then they must be correct. Rule for Serial Number: If an item is managed by serial number, the following fields are available: Mfr. Serial No Serial Number Lot Number Only one of these fields can be selected. The available field is determined by the option Unique Serial Numbers By in General Settings (Administration -> System Initialization -> General Settings -> Inventory tab-> Items tab):

7 a. If Unique Serial Numbers by is set to None, you can only choose one of the three fields. For example, when you select the Mfr. Serial No. field, the other two fields (Serial Number and Lot Number) will be hidden. b. If Unique Serial Numbers by is set to Mfr. Serial No., you can only select the Mfr. Serial No. field in the import template. c. If Unique Serial Numbers by is set to Serial Number, you can only select the Serial Number field in the import template. d. If Unique Serial Numbers by is set to Lot Number, you can only select the Lot Number field in the import template. III. When using import functionality for the inventory counting document, the Counted column will always be set to Yes. IV. Merging Rules: When the item code, warehouse code and bin location code are the same, these lines in the import template will be merged into one row in the document. The counted quantity will be accumulated, the UoM code and bar code data will be accumulated, and the series and batch data will be accumulated. For example: When using import functionality for the above data, due to Item code (i002batch), the warehouse code (WH01) and bin location code (wh01-system-bin-location) are the same. These three rows will be merged into one row, and the result is that counted quantity is 20 and i002batch associated batch is Batch001, Batch002, and Batch003.

8 V. Brazil Localization Only - Multi-Branch is enabled. If the branch on a header level is not defined, it is not possible to select import items. Warehouses selected or imported must be available for the selected branch.

9 UpdateMode This is used when you have already selected the items to count in your inventory counting document and now you want to update the counted quantity only. Proceed as follows: 1. Open your existing open inventory counting document and go to Add Items > Import Items: 2. In the Add Items dropdown list, select Import Items to open the Import from Excel window. 3. In the Import from Excel window, select the particular fields that you want to import, and also ensure that you have selected the Update Existing Records checkbox:

10 4. Choose the OK button and select your pre-prepared.txt import file. 5. Once imported, the inventory counted document lines are updated with the counted quantities from your import file.