Evopos Help - 2.09.084

Importing Stock

Importing Stock

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Importing Stock

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Ensure the file is arranged with the data columns into the following order. Note: Fields in red are optional.

Evopos also has an Export option that will create the file in the same format (Useful for copying from one database to another).

If you are creating the file (Not using a file that has been exported from Evopos), you would normally use a spreadsheet such as Excel to modify it. It is a good idea to keep a copy of the original file in case any mistakes are made (Normally select Save As and change it ot a CSV format at the same time). Make sure you save the file in CSV format (Select Save As and select CSV as the Format Type). You would normally save to an easily accessible location such as: C:\Evopos\Import\StockNew.csv

If you do open with Excel make sure any long numeric part numbers are not converted to scientific numbers (eg: 332423.E02). See: Working with Excel for more details

 

Column

Stock items field name

Description

A

Part Number

Your items main look-up number (must be set)

B

Alternate Number

An alternate number (Leave Blank if none)

C

Superseding number

A part number which supersedes this one (Leave Blank if none)

D

Stock Quantity

How many of the item are currently in stock

E

Description

Main Description (Short) of the part

F

Buy Price

Price Excluding tax (No commas or currency symbol)

G

Sell Price

Price Excluding tax  (No commas or currency symbol)

H

Location

Bin location

I

Category Name

For example: GLOVES - ALPINE STARS X1

J

Brand

For example: ALPINE STARS

K

Main Group Name

For Example: CLOTHING

L

Sub Group Name

For Example: GLOVES

M

Tax Code

Tax ID number - Normally: 1=Standard rated, 2=Zero Rated and 3=Used Scheme

N

Label Format

The label format for that item (Check available options Eg: LABEL 56X25 3CPL)

O

Minimum Quantity

System prompts to re-order when stock falls below this figure

P

Optimum Quantity

Will order up to this amount when stock falls below minimum qty.

Q

Weight

Weight of the item (Kg/g)

R

Catalogue Description

Detailed description for display on catalogue style reports, or on the Web Store.

S

Price A

First field for alternate price

T

Price B

Second field for alternate price

U

Price C

Third field for alternate price (Does use as full list price in some situations)

V

Codes

Assign multiple codes to a part.  See Notes on Codes below

W

Sell Pack Description

Eg: Each or Per Meter being sold, Not commonly used (Note: Purchase Pack Qty is set in each Supplier record for that item)

X

Barcode Number

Assign a second part number to print on barcodes only. Will be set to the same as Part Number if left blank.

Y

Image

File name of image eg: X123.JPG (See Notes on Images below)

Z

Commodity Code

Normally used for EU sales

AA

Web Store

1=Yes, 0=No, Blank leaves as is on Update

 

Notes:

If the file name has 'Feridax' in it then it will pad out Part numbers to 7 characters by inserting 0 (Zeros) to the left of the number

If the part number is Blank, 'Part No',  'PartNo', 'Part_No', 'Part Number', or 'Part Ref' then it will not import / update

Codes - See Items / Stock Codes for information on importing Codes. You can set certain additional fields in this way. Plus we may be able to add additional ones without altering this general format. Codes must be sseparated with '|' character (eg: SETPRICE|SHOWDEC|NONSTOCK etc.)

Images - This has several options. If you put text in this field it will first look to see if it starts with 'ID_', if it does it will search for the number after this (eg: ID_99 will search for ID: 99) in the ID field of the Pictures table and if it exists it will allocate that ID to the Picture_1 filed for that stock item. If it does not start with 'ID_' then it will search for that exact text in the Origin File Name filed of the Pictures table and if found sets that ID to Picture_1 field of the stock item record. If it does not find the exact text and the text has a '.' in it (eg: as a file extension ABC123.JPG) then it will look for a matching file in the C:\EVOPOS\IMPORT folder and if found will add it to the Picture table and also allocate the new ID to the Picture_1 field of the stock item.

Multiple files - Sometimes the stock details are supplied in 2 or more files (one may have the main details such as the description and pricing, and the other may have details such as the Bin Location and stock quantity). In this case you can normally import the secondary files using the update feature with 'No Duplicates' selected.

See General / Importing Data and Working with Excel for more information.

 

 


To import Items into Evopos:

Before importing stock, it is recommended to make a

Within Evopos, go to Items > Stock Items > Maintenance

Select Import file.

Select the Import Format of STOCK FILE.

If you want to update the details on any existing part numbers you must select No Duplicates (Can Update).

If you only want to update certain fields select the appropriate options.

There is an option to set a Supplier the the whole import by setting the Contact ID (not the customer Number) of the Supplier record in Contacts. Note: If you do use this it will set any Alternate Number (in column B) as the supplier part number.

When you are sure of the settings, click Import and select your CSV file.