Import stock records

We recommend that importing stock records from another database is done as a three-stage process:

1. export the records from the donor database into a .csv (comma separated variable) or other file format which can be opened and edited in a spreadsheet application – this can often be done by running a report and saving it as a .csv file;

2. edit to eliminate errors and redundant records, and ensure completeness and correctness for your new system, and save as a .csv file;

3. import to Central Accounting from the edited .csv file.

The .csv file should contain records only i.e. no title/ header row and the columns should contain the following data (alternative supplier details can be left blank if not required):

  • Column A = stock code (minimum 3, maximum 9 characters)
  • Column B = stock name/ description
  • Column C = extended description/ specification
  • Column D = main supplier account code (see Column A in section 2. above)
  • Column E = alternative supplier 1 account code (see Column A in section 2. above)
  • Column F = alternative supplier 2 account code (see Column A in section 2. above)
  • Column G = main supplier part number/ item reference
  • Column H = alternative supplier 1 part number/ item reference
  • Column I = alternative supplier 2 part number/ item reference
  • Column J = main supplier lead time (number of days)
  • Column K = alternative supplier 1 lead time (number of days)
  • Column L = alternative supplier 2 lead time (number of days)
  • Column M = main supplier unit price (purchase price for pack size below)
  • Column N = alternative supplier 1 unit price (purchase price for pack size below)
  • Column O = alternative supplier 2 unit price (purchase price for pack size below)
  • Column P = main supplier pack size (e.g. “each”, “per metre”, “per 1000”)
  • Column Q= alternative supplier 1 pack size (e.g. “each”, “per metre”, “per 1000”)
  • Column R = alternative supplier 2 pack size (e.g. “each”, “per metre”, “per 1000”)
  • Column S = stock pack size (e.g. “each”, “per metre”, “per 1000”)
  • Column T = stock minimum quantity (of above pack sizes)
  • Column U = main supplier pack size conversion rate (see example blow)
  • Column V = alternative supplier 1 pack size conversion rate (see example blow)
  • Column W = alternative supplier 2 pack size conversion rate (see example blow)
  • Column X = sales unit price (selling price for pack size below)
  • Column Y = sales pack size (e.g. “each”, “per metre”, “per 1000”)
  • Column Z = sales pack size conversion rate (see example blow)
  • Column AA = vat rate (enter “UK Standard Rate”, “UK Zero Rate”, “UK Reduced Rate”, or “UK Exempt Rate” – will default to UK Standard Rate rate if left blank)
  • Column AB = normal batch quantity purchased or made
  • Column AC = stock type (enter “StockItem”, “ServiceItem”, “ConsumableItem”, or
    “KitItem” *)

Take care to avoid commas in the record data, e.g. between a street number and name, as this will be taken as two separate pieces of data by the import programme, and will likely cause the import to fail (you may want to export from Central Accounting first and use that as a template, but delete any data before re-importing).

The import process will add records to the existing system records, so take care to only perform this procedure once in order to avoid duplications!