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Importing stock orders and received quantities

Use a spreadsheet to import purchase orders, transfer orders or assembly orders.

Monica avatar
Written by Monica
Updated yesterday

Importing stock orders

You may wish to import stock orders into Inventory Planner. Using a spreadsheet, you can import purchase orders, transfer orders and assembly orders.

To import stock orders, on the Imports screen, select "Stock orders", then click "Upload file" at the bottom of the page:

Building an import file

Create a spreadsheet including the information you want to import, making sure each column has a header:

Column name

Required

Column type

Comments

SKU

Barcode

Title

ID

Text

One of these four columns is required to act as an identifier.

Ordered quantity

Number

Received quantity

Number

Received date

Date

Cost price

Number

UOM

Number

Landing cost price

Number

Vendor reference

Text

Vendor product name

Text

Vendor
(for purchase orders)

Text

Source warehouse
(for transfers or assembly orders)

Text

Destination warehouse

Text

Expected date

Date

Created date

Date

Shipment date

Date

Start date
(for assembly orders)

Date

Reference #

Text

Extra reference #

Text

Notes

Text

Attn

Text

Currency
(for purchase orders)

Text

Must be in ISO 4217 format.

You can download a CSV template to help you build your file. Once you've built it, either drag and drop your file into the upload area, or click the upload area to select your file from your computer. Then, click "Map columns".

Mapping fields

Map your columns in the file to Inventory Planner fields. In addition to the columns in the file, you have some options to configure:

  • Order type
    Pick from purchase order, transfer, or assembly order

    • Picking "purchase order" prompts you to select a "vendor" or map a corresponding column in the "Stock order columns" section.

    • Picking "transfer" or "assembly order" prompts you to select a "source warehouse" or map a corresponding column in the "Stock order columns" section.

      • Picking "assembly order" also gives you the option to map a "start date" column. While not required, providing a start date is essential for accurate recommendations and including a start date is recommended.

  • Match by
    Choose which identifier you're using in your file, and which column they're held in.

  • If item variant not found
    Tell Inventory Planner what action to take if it cannot match a line item in the file to an existing variant:

    • Skip the purchase order and continue tells Inventory Planner to skip the entire purchase order, even if other items are found.

    • Mark it as non-existing and import the purchase order tells Inventory Planner to import the purchase order regardless of the missing line item.

  • Do not import stock order when there is any error
    Enable this option to prevent Inventory Planner from creating a stock order if any errors are detected. If the import file contains multiple stock orders, only ones which are flagged with errors will be skipped.

  • Use vendor default tax %

    Enable this option to use the vendor's default tax % when importing purchase orders.

  • Replace bundles/assemblies with components
    Enable this option to replace bundles and assemblies with their components when importing purchase orders.

  • Date format
    Select the date format. If you don't select a specific format, Inventory Planner will attempt to automatically detect the format.

Once you've mapped all your columns, click "Import".

Inventory Planner will process the file. Once the file is processed, you will be presented with a summary of the changes made and a list of any errors that were triggered.

Importing received quantities

If you have a spreadsheet of received quantities, you can import it into Inventory Planner to update a stock order.

Within the stock order, click on Receive > Upload received from a file.

Alternatively, on the Import screen, select "Stock orders received" then click "Upload file."

Building an import file

Create a spreadsheet including the information you want to import, making sure each column has a header:

Column name

Required

Column type

Comments

SKU

Barcode

Title

ID

Text

One of these four columns is required to act as an identifier.

Received quantity

Number

Received date

Date

Ordered quantity

Number

Cost price

Number

You can download a CSV template to help you build your file. Once you've built it, either drag and drop your file into the upload area, or click the upload area to select your file from your computer. Then, click "Map columns".

Mapping fields

Map your columns in the file to Inventory Planner fields. In addition to the columns in the file, you have some options to configure:

  • Match by
    Choose which identifier you're using in your file, and which column they're held in.

  • Existing stock order
    Choose which stock order you're receiving inventory against. If you entered the import from the stock order, it will be automatically selected.

  • Date format
    Select the date format. If you don't select a specific format, Inventory Planner will attempt to automatically detect the format.

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