Purpose
This procedure is used to upload Manual Stock Receipts from a file created outside of the system. This is an alternative way of entering these details and allows you to upload bulk entries. Using this method a “spread-sheet” style tool can be used to format transactions into the structure required for the upload. This is an alternative to entering the transactons into the system via the Manual Stock Receipt function.
For additional details on creating upload files see the note HERE.
Data Input
Step 1 – File Upload
Upload File
Select the spread sheet file you wish to upload, by clicking Browse. This assumes you have access to the file with the transactions from the browser you are currently using.
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Step 2 – Review details
The transaction details from the file selected 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 ‘SKU’, ‘Product Code’ or ‘item code’.
The columns required are:
| Column | Name | Additional Details |
| A | Location | The location code of the location where the stock is being received into. Required. |
| B | Reason | The code for the reason the transaction is being made. Required. |
| C | Reference | Can be a reference number or set to ‘N’ to have a reference automatically allocated. If blank, ‘N’ will be used. If you are entering your own reference number, there can be no special characters like spaces. Optional. |
| D | Details | Optional. Up to 30 characters can be entered. If left blank, the description from the stock reason is used. |
| E | Product | The product code of the item being receipted. Must exist. Mandatory. |
| F | Size | The size code of the item being receipted. This can be left blank if you are not using sizes. Size must exist on the product if used. |
| G | Colour | The colour code of the item being receipted. This can be left blank if you are not using colours. Colour must exist on the product if used. |
| H | Quantity | The quantity being receipted. This can be negative if you are doing a reversal transaction. Required. |
| I | Cost Type | Indicates the type of cost to use for the transaction: R = replenishment cost S = standard cost A = average cost E = entered cost (enter cost in column J) |
| J | Unit Cost | The unit cost of the item being receipted. Refer to cost type in column I. |
| K | Account | This is the GL chart of account to post the receipt to (not the stock on hand account). If this is left blank, the account on the stock reason is used. |
| L | Branch | This is the is the branch to post against. If this is left blank, the user’s default branch is used. |
| M | Division | This is the is the division to post against. If this is left blank, the user’s default division is used. |
Updating
Once you click submit, the rows on the spread sheet are validated. If no invalid data is detected, the stock receipt transactions are created.
A new transaction ‘batch number’ is allocated for each distinct location/stock-reason/reference/detail combination.
An email is sent to the user submitting the upload on completion with allocated reference numbers.