Importing and Exporting Inventory

Availability: all plans

The Import / Export page loads many catalog items or opening stock balances at once from comma-separated text, and exports your catalog, stock and tools. Imports always offer a preview first, and the stock import records every change as an Adjust movement so the ledger stays complete.

Before you start

• Import and export are separate permissions. Open Inventory, then Import / Export. You see the Export buttons only with export permission, and the import sections only with import permission.
• For a stock import, create the locations first. Stock rows refer to locations that must already exist.
• Paste your data with a header row. The page has a text box for each import; there is no file picker.

Steps: import the catalog

1. In Import catalog, paste your rows. The header row must use these column names: InternalSku, Name, ItemKind, UnitOfMeasure, OperationalReferenceCost, IsSerialized, SupplierSku, Manufacturer, Category, Description. The sample in the box shows InternalSku, Name, ItemKind and UnitOfMeasure.
2. Choose a Mode. The choices are AddOnly (adds new SKUs and skips existing ones), UpdateExisting (updates matching SKUs and skips unknown ones) and ReplaceOverwrite (updates, adds, and deactivates active items missing from the file; nothing is deleted).
3. Select Preview. The counts show how many rows will Create, Update, Skip, Deactivate or Link to price book, and any Errors list the row number, field and message.
4. When the preview is right, select Confirm import. A result line reports created, updated, skipped, deactivated, linked and errored rows. If the same file was already applied, it reports that the import was skipped.

To link items to the price book items they supply, add a PricebookItemCode column (or PricebookItemId, as the catalog export writes it) and separate several with a semicolon. A blank cell never removes a link, and a new item whose SKU exactly matches a price book code is linked automatically.

Steps: import stock by location

1. In Import stock by location, paste rows with the columns InternalSku, LocationCode, LocationName, Ownership, QuantityOnHand.
2. Identify the location by a unique code where you have one; otherwise use an exact name that matches only one location.
3. Select Preview stock changes. The table shows each row's Current, Target and Delta, and the counts show how many will be adjusted or unchanged.
4. Select Confirm stock import.

Each quantity is the target on-hand balance, not an amount to add. Every difference posts an Adjust movement, and holdings that are not in your file are not touched.

Steps: export

Under Export, select Catalog, Stock by location, Low stock or Tools & equipment. The dashboard's Low stock panel also has an Export link to this page.

Tips

• Always preview first, especially in ReplaceOverwrite mode.
• The preview lists only the first 20 errors and the first 50 stock changes, so fix the errors shown and preview again.

If something goes wrong

• A row error such as an unknown location or SKU names the row and field. Fix that row and preview again.
• If no import sections appear, your role lacks import permission. If no export buttons appear, it lacks export permission.

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