Step by Step:
Use the Import New Inventory Items utility to quickly add new inventory items into Evosus Enterprise. As with all import tools in Evosus there is a specific template you must use in order for the import to be successful. Please use the instructions below and contact your assigned Evosus Account Manager should you have any questions.
Step 1: Download the Import Spreadsheet Template
Follow the steps below to download the MS Excel spreadsheet template that has the required column headings in the correct order. Do not add additional columns, change the order of the columns, or adjust column header names.
#1 Go to Administration > Inventory > Utilities > Import New Inventory Items From Spreadsheet
#2 Click Create Template Spreadsheet.
#3 Enter a file name for the template and save it to your workstation.
Step 2: Populate the Spreadsheet Template With Your Inventory Item Details
- By default, Microsoft Excel removes leading zeros from fields. Due to this issue with Excel, quotations must be placed around all fields with leading zeros. Leading zeros are generally seen in front of item codes, vendor codes and UPC codes.
- Click Show Spreadsheet Layout Legend for detailed information about the fields.
- Scroll down to the section called "Understanding the Inventory Import Spreadsheet" for detailed explanation of what each column header means.
Step 3: Import Your Updated Spreadsheet Into Evosus Enterprise
#1 Go to Administration > Inventory > Utilities > Import New Inventory Items From Spreadsheet
#2 Click Import New Inventory Items.
#3 You will receive a message warning you about leading zeros.
#4 Click next to the Import This Excel Spreadsheet field.
#5 Select the spreadsheet that contains the inventory item you want to import.
#6 Click 1) Stage this File.
#7 The application will check for errors, and then list which line items and fields have a problem.
- If errors exist, reference the import error message then open the spreadsheet and make the appropriate changes to the data. Once the changes have been made, start Step 2: Import New Inventory Items again.
- Below is a video capture of what it looks like to attempt an inventory import but have it fail due to an issue with your spreadsheet. In this example below the Import Message is alerting you that the Vendor name entered in your spreadsheet is invalid meaning it does not match up with a vendor name in the system and also that the Order By unit of measure entered into the spreadsheet was not able to be matched up with an existing unit of measure in your database. In this situation you would need to correct the spreadsheet or add the unit or measure and vendor name into Evosus before being able to successfully import those new inventory items.
#8 If you did not receive any errors when staging your data go ahead and click 2) Import to Database.
IMPORTANT NOTE: Evosus will prompt you to select a Product line and sub-department to place inventory items into before importing items. If you have already entered your Product Line assignment per item in the last column of the spreadsheet then this selection when doing the import will be used as a BACK UP in case you type the Product Line location incorrectly into your spreadsheet.
Evosus recommends you create a general Product Line and sub-department called Unmapped Inventory to be a temporary placeholder for items you're adding in bulk to your system.
Understanding the Inventory Import Spreadsheet:
Use the information below to help you understand what information to populate in the inventory import spreadsheet. If you have questions please reach out to your Evosus Account Manager.
Note: The spreadsheet templates your Account Manager provided at the beginning of your implementation may have certain columns highlighted in yellow; this means that column is required in order for the data to be imported.
- Item Code (Alpha and/or Numeric): This is YOUR item code and what your employee will use when searching for the item in Evosus.
- Item Description (Alpha and/or Numeric): There is no need to duplicate the item code in the description since these are concatenated on documented with a hyphen.
- Item Retail Price (Numeric, 12.99)
- Item Vendor Cost (Numeric, 5.99)
- Sell by Unit of Measure (each, case, etc.)*
- Units of measure control the way that inventory quantities are converted when they are received on a purchase order. For example, you may order 1 case of 12 from you vendor and on the purchase order need to show just 1 case; however, when I receive it into inventory you need to show that you have 12 individual units.
- The Sell by Unit of Measure is the unit you track in inventory to sell to customers and once received on a purchase order, the item is always shown and tracked in the sell by unit of measure. For example, the physical count and stock adjustments are done by the sell by unit of measure, so you would count the total individual units, not the cases.
- Order by Unit of Measure (each, case, etc.)* The Order by Unit of Measure is how you order the item from your vendor. So for the example used above the ordering unit of measure would be 'Case 12'
- Price By
- Do you price your items with a Retail Margin or set a Fixed price? Type "Fixed" or "Margin" into this field. If you price inventory by margin, you do not need to indicate what the margin is - the margin will be auto-calculated based upon the difference between the cost and retail price you import. If you wish, you can mass update the retail price by margin using the Retail Price Change Utility in the software.
- Primary Vendor*
- The primary vendor is important because it's the vendor that margin pricing is based on. It's also the vendor that re-order alerts are based upon. You can only have ONE primary vendor but you can have as many secondary vendors as you wish. You can make a primary vendor secondary at any time by opening a secondary vendor and checking the box "Make this the Default Vendor for this Item?"
- The name of the vendor you enter into this inventory import spreadsheet must EXACTLY match the name of the vendor you've entered into Evosus Enterprise.
- Secondary Vendor*
- Vendor Item Code (Alpha and/or Numeric)
- The vendor item code is what displays on Purchase Orders. It may or may not be the same as your item code entered in Column A of the spreadsheet.
- Vendor Item Description (Alpha and/or Numeric)
- UPC (Alpha and/or Numeric)
- You can only have one UPC code per vendor; this means that UPC codes are associated to vendors. If the customer wants more UPC codes, they need to be imported as "Aliases." The vendor UPC code is what will be used for printing barcodes.
- Inventory Type (Stock, Non Stock, Labor, Special Order, Other)Item type is important because it changes the way the software tracks the quantity on hand and the general ledger postings of the item when it's sold to a customer or received from a purchase order. You can enter one of the following into the Item type field on the spreadsheet, Stock, Non Stock, Labor, Special Order, Other.
- Stock (Green) – Stock items include items that are generally kept in stock. They are items you maintain quantities of and order on a regular basis. Stock items are also physical inventory items that are received into inventory and do not post to a COGS account until they are sold.
- Non-Stock (Blue) – Non-stock items are items you don’t carry in stock on a regular basis. Non-Stock items act just like stock items in terms of accounting and valuation – they simply are tagged as a different type for reporting purposes.
- Other Charges (Red) – Other Charge items are not physical inventory items, rather they are fees you charge customers. These might include disposal fees or mileage fees. Other Charge items will post to the account you specify at the Product Line level (Sales account pull down). It is recommended to either place the Other Charge items within their own Product Line or create a specific Sub Department within each necessary Product Line so that general ledger account can be associated properly.
- Labor (Gray) – Labor items are not physical inventory items, rather they are to be used when selling labor and/or services. Labor items will post to the account you specify at the Product Line level (Sales account pull down). It is recommended to either place the Labor items within their own Product Line or create a specific Sub Department within each necessary Product Line so that general ledger account can be associated properly.
- Special Order (Blue) - This item type can be used to sell and purchase custom items that must maintain their cost from purchase to sale and post to their own Inventory Asset holding account. Upon receipt, SOIs will post to the new SOI asset holding account and purchases accrued not due. When an SOI part is added to a quote, order or job, the user is prompted to enter the vendor item code, vendor description, retail price and cost. You can also enter special instructions that can be viewed by the purchasing agent. Administrators can also setup Interviews that employees must fill out in regards to the SOI that will also display for the purchasing agent. The cost entered by the employee can be edited by the purchasing agent on the PO. The cost entered on the PO will follow the item to the sales invoice. Returned SOIs will be converted to a permanent Nonstock item to be resold to another customer. Evosus will automatically mark the item as clearance and will mark the item as Do Not Sell once quantity is reduced to 0.
- Enforce Serial No (Yes/No)
- Enter Yes in the field if you want to force a serial number to be selected before you can mark the item as delivered to the customer on a sales transaction.
- Enforce Serial Number_Purchase (Yes/No)
- Enter Yes if you want to force a serial number to be recorded before an item is received into your inventory quantities from a vendor purchase order.
- Apply Tax (Yes/No)
- Indicate if the item should be taxed by typing Yes into this field. If you choose No, the item will not default to your “Exempt” tax code. There is a system default tax code called “Not Taxed” and this is the tax code that will be used.
- Weight (Numeric)
- Volume (Numeric)
- Purchase Code: Open to Buy or Corporate Buy
- Do you have some employees that are only allowed to purchase small items and not big ticket items? If this is how your business operates than the big ticket items i your import spreadsheet should be marked as Corporate Buy items, which require the employee has extra security permissions to purchase the item from your vendor.
- In summary, Open to Buy means anyone with security permission to create vendor PO's could order that item. Corporate Buy items would only be able to be placed on a vendor purchase order by employees who not only have permissions to create vendor purchase orders but have an extra permission to order high ticket items (corporate buy items).
- Item Alias (Alpha Numeric)
- An item alias can be searched or pulled up by scanner just like an item code or UPC.
- Print Barcode (Yes or No)
- If you enter Yes, Evosus will prompt you to print barcodes for the item when it’s received on a Purchase Order. -
- Benefits and Features (Alpha and/or Numeric)
- Warranty Description
- Warranty Time (Numeric)
- Warranty Time Frame (Day, Week, Month, Year)
- Warranty Extended Description
- Track as Equipment (Yes/No)
- If you enter Yes, an equipment record will automatically be recorded when the item is sold; however, it’s not required to have serial number tracking turned on. Tracking items as equipment will allow you to associate future service orders to the equipment and build a history of completed work and warranty tracking.
- Disposal Code (Trash, Recycle, Hazard, Salvage)
- RGA Vendor Override*
- Enter a Vendor Name exactly as it’s entered in Evosus. This will allow you to bypass the Default Vendor when an RGA is Auto-created for an item. For example, in situations where you want the RGA to be auto-created for the Manufacturer instead of the Vendor.
- Sales Message
- Any text you enter here will be displayed in POS or on Sales Order for the salesperson’s benefit. Sales Messages are a great way to help employees with upsell opportunities or things to remember.
- Product Line
- When you import your inventory import spreadsheet Evosus needs to know where to place each item in your inventory tree (product lines). The best way to do this is to enter the product line assignment in the last column on the spreadsheet per inventory item.
- See the short video capture below. The import spreadsheet only has 1 item on it for this example and we need that item to live under our BBQs & Accessories Product line under BBQ Accessories sub department and then in the Sauces folder. To get that item to import to that location we need to enter the following in the import spreadsheet. \\BBQs & Accessories\BBQ Accessories\Sauces
Unless explicitly stated, this topic documents the most recent version of Evosus Business Enterprise. If you're not using the latest version, go here to download it.
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