Receiving inventory by file is a quick efficient way of receiving inventory that can be beneficial in a number of circumstances. Receiving inventory in this manner produces inventory data of the same quality as screen data entry, and can be used whenever desired. You may find this more desirable than screen data entry in a number of circumstances including:
Importing inventory into the application when first getting started.
Receiving a very large quantity of different items.
If your vendor provides deliverables information in the form of a spreadsheet file which you can use directly with a little modification.
Before we get started it is important to note that receiving inventory via file is handled per supplier. This means you will create separate import files for different suppliers. In addition you will need to separate purchased items from consignment items into their own files as well.
To get started first we will download the inventory import template file
From the BusinessMind home page click on the Inventory link which will bring you to the Inventory home page.
From the Inventory home page click on the Receive From Supplier link
This will open the receiving area, from here locate and click the Light Bulb Icon
Select Download CSV Import Template File. You will be prompted to save the file choose a location and save.
Now that the template file has been downloaded open it with a program like Excel or Numbers. Please note the following important info when setting up the file.
The model column (vendor style number / model number) cannot be left blank.
The sku column should be left blank which will auto generate a sku number for you. Or you can fill in your own SKUs but the skus you provide MUST be unique. (the auto generation will insure the uniqueness which is why it is recommended).
The qty column cannot be left blank and must have a qty greater then zero.
The total_cost_value column (is the total cost of the item times the qty). Example: If the qty of the item is 5 and the cost of one of these is 100 then the total_cost_value for this would be 500, this would add 5 of this item with a cost of 100) This can not be left blank and must have a value greater then 0.
The price column cannot be left blank but CAN have a value of 0 if you need. Be sure to exclude any price formatting (do not include the dollar sign)
The Description column should be filled in as the point of sale requires your items have a description.
All other columns CAN be left blank if you are not using them.
If you are using tracking0, tracking1, or tracking2 , please make sure the data you are inputing into these fields already exist in these BusinessMind lists. Instructions on how to submit a file to populate these lists can be found here.
Do not input any formulas or formatting into the file (like currency).
Make sure the file is saved as a CSV file (it can not be saved as an excel file).
Addition BUT Important
Receiving inventory via file is handled per supplier. This means you will create separate import files for different suppliers. In addition you will need to separate purchased items from consignment items into their own files as well.
Currently the file can not be larger than 1MB. This means you may need to break up your file into multiple files if it is larger than 1MB.
The receiving inventory from file does not support automatic "sku-per-item". If your qty is set to 3, then you will get a sku with a qty of 3. If you would like each item to get its own sku, then in your csv file you would have three individual line item each with a qty of 1.
Receiving items from a file can not trigger tag printing for these items. You will have to go back and print tags manually after the file is imported. This being said you can easily create a smart set for items stocked on a specific day and print all tags for those items quite easily.
When preparing an import file feel free to pass it to support@dcit.com to review before importing.
Once your file is created you can receive it into Inventory as per the below instructions.
From the BusinessMind home page click on Inventory.
From the Inventory home page click on Receive from Supplier which will open the receiving screen.
Click in the Supplier field and start typing the supplier (vendor) name. You will note the system will automatically start searching and displaying results as you type. Select your supplier.
From the Supply Type drop choose if this import contains Purchased or Consignment items.
Fill in the Receiving Ref Id (invoice id) or utilize the drop down to select an existing Receiving Ref Id to continue adding to the same Receiving Ref Id (this fields are required).
Fill in a Receiving Note as it is required for the import..
Select the location the items will be received into from the Shelf drop down menu.
Now that the supplier info is all set, Click the Choose File button.
Locate and Select the csv file you created for this import.
The save icon will now change to an upload icon, click this upload icon.
After you click the upload button the process is done in the background. In addition you will receive an email from system@bmjapp.com when the process is completed as per the example email pictured below. If there were any issues with specific line items you will be notified in that email.
