Upload Product Groups

October 23, 2017 in Inventory Control

Purpose

This routine can be used to upload Product Groups for inventory Products from a file created outside of the system for existing products. This is an alternative way of entering these details and is useful where you are updating large volumes of new data. Using this method a “spread-sheet” style tool can be used to create a list of products you want with the product group details as needed.

Note: This function only uploads product groups for existing products. For additional details on creating upload files see the note HERE.

Data Input

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Step 1 – Upload File

Upload File

Find and select the spreadsheet file you wish to upload, by clicking ‘Browse’. This assumes you have access to the file with the product group details from the browser that you are currently using.

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Step 2 – Verify File Details

The new product group details of the spread sheet are displayed so that you can review the data and confirm that the correct file has been uploaded before you continue.

Click Submit to submit all the details.
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Spread sheet format

The spread sheet must be in a csv format.

The first row of the spread sheet must be a heading row – it does not matter what the headings are, as long as they are meaningful to you e.g. you could have ‘Product’, ‘Product Code’ or ‘SKU’.

The columns required are:

Column Name Additional Details
A Product Code Must be a valid product on the Product Master file.
B Product Group Code Mandatory. Must be a valid product group in the Product Groups file. For Jobbing products, the Product Group classification must be ‘material’.

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Updating

Once you click submit, the rows on the spread sheet are validated.
If no invalid data is detected, the update is submitted for processing and you will receive an email notification once processing is complete.

The update is processed as a background task because the length of time required to do the update is variable and dependant on the volume of data being updated. Where possible, it is advisable to do the upload when the least number of users are logged in.

As the Product Group defines the “Classification” for each product, a change of product group could potentially change a products classification. Be aware that if a product classification changes to a ‘Service Quantity’ type, the purchase and sales units are set to the stock unit. If a product classification goes from a ‘Material’ to a ‘Service’ or ‘Add-on’ type, certain fields on the product are cleared, namely; Sizes, Colours, Packaging Flag, Product Label, Suppliers and Rankings and Serial Batch Tracking code.

Sales analysis data that is summarised by product group will not change immediately once the upload is completed. It will be refreshed during the next End of Day (EOD) overnight process. The 1st overnight process run after a Product Group Upload may take additional time to complete due to the additional time required to adjust the sales data.

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