Contents
Import/Export provides bulk data operations for all major system modules, enabling efficient mass creation, updates, and data migrations through Excel and CSV file processing. The interface supports bidirectional data flow with template-based imports, validation-rich exports, and comprehensive error logging for data quality assurance.
| Import/Export Category | Access Path | Purpose |
|---|---|---|
| General Imports | Imports → Import/Export → General Section | Bulk operations for Items, Assets, BOM, Locations, Users |
| Order Imports | Imports → Import/Export → Orders Section | Purchase Orders, Suppliers, Supplier Catalogs, Shipping Orders, Customers |
| Transaction Imports | Imports → Import/Export → Stock Transactions | Receiving, Issues, Cycle Counts (direct inventory adjustments) |
| Export Operations | Imports → Import/Export → Export Links | Download current data for review, editing, or backup |
Import/Export operations integrate with all system modules to maintain data consistency while enabling rapid deployment, migrations, annual updates, and integration with external systems through file-based data exchange.
Access: Imports → Import/Export Interface
The import/export system processes structured data files through stored procedures that validate, transform, and insert/update records across multiple related tables. Each import type follows a consistent pattern: template download, data preparation, file upload, processing with validation, and detailed result logging.
Screen Components:
Key Operations:
Import Processing Flow:
Foundational data imports for core system entities including items, assets, bill of materials, locations, and users. These imports establish master data referenced throughout operational workflows.
Import item master records with inventory quantities, locations, and attributes. Creates or updates parts with multi-warehouse stock levels.
Template: InventoryPro_Inventory.xlsx Required Permission: Create/Modify Item Master Record Key Fields: Item ID, Description, UOM, Category, Warehouse, Quantity, Location
When to Use:
Validation Rules:
Import Behavior:
Import fixed asset records with acquisition details, locations, and assignments.
Template: InventoryPro_Asset.xlsx Required Permission: Create/Modify Asset Key Fields: Asset Number, Description, Category, Location, Acquisition Date, Cost
When to Use:
Validation Rules:
Import assembly components and sub-assembly structures with quantities and unit conversions.
Template: InventoryPro_BillOfMaterials.xlsx Required Permission: Bill of Materials (access) Key Fields: Assembly Item, Component Item, Quantity, UOM
When to Use:
Validation Rules:
BOM Structure:
Import warehouse storage locations with descriptions for barcode labeling and organization.
Template: InventoryPro_Locations.xlsx Required Permission: Create/Modify Warehouse Location Key Fields: Warehouse, Location, Description
When to Use:
Validation Rules:
See Also: Location Barcodes for bulk location import with barcode generation
Import system user accounts with security permissions, warehouse assignments, and contact information.
Template: InventoryPro_Users.xlsx Required Permission: Create/Modify System User Key Fields: Username, Full Name, Email, Warehouse, Security Level
When to Use:
Validation Rules:
Security Considerations:
Transactional imports for procurement and sales order workflows including purchase orders, suppliers, supplier catalogs, shipping orders, and customer records.
Import purchase orders with line items, pricing, and expected delivery dates.
Template: InventoryPro_PurchaseOrders.xlsx Required Permission: Create/Modify PO Key Fields: PO Number, Supplier, Item, Quantity, Unit Cost, Expected Date
When to Use:
Validation Rules:
Line Item Handling:
Import vendor master records with contact information, payment terms, and performance metrics.
Template: InventoryPro_Suppliers.xlsx Required Permission: Create/Modify Supplier Key Fields: Supplier ID, Name, Contact, Phone, Email, Payment Terms
When to Use:
Export Available: Yes, download current suppliers for editing
Validation Rules:
Import vendor item mappings with pricing, UOM, and package sizes for procurement automation.
Template: InventoryPro_SuppliersCatalog.xlsx Required Permission: Create/Modify Supplier Catalog Entry Key Fields: Vendor, Item ID, Vendor Item ID, UOM, Package, Unit Cost
When to Use:
Export Available: Yes, filter by vendor or export all catalogs
See Also: Supplier Catalogs for detailed catalog management workflows
Import sales orders, work orders, or shipping orders with line items and delivery details.
Template: InventoryPro_ShippingOrders.xlsx Required Permission: Create/Modify SO Key Fields: SO Number, Customer, Item, Quantity, Ship Date, Delivery Address
When to Use:
Validation Rules:
Import customer master records with billing addresses, contacts, and account settings.
Template: InventoryPro_Customers.xlsx Required Permission: Create/Modify Customer Key Fields: Customer ID, Name, Billing Address, Contact, Phone, Email
When to Use:
Export Available: Yes, download current customers for review
Direct inventory transaction imports for receiving, issuing, and cycle count adjustments that immediately affect stock levels.
Import receipts directly into inventory without PO reference, useful for returns, adjustments, or external receipts.
Template: InventoryPro_DirectReceive.xlsx Required Permission: Import Receipts Key Fields: Item, Quantity, Location, Warehouse, Transaction Date, Reason Code
When to Use:
Validation Rules:
Caution: Direct receives bypass PO receiving workflows and cost tracking. Use PO receipts for normal procurement operations.
Import issue transactions reducing inventory, such as consumption, scrap, or transfers out.
Template: InventoryPro_DirectIssue.xlsx Required Permission: Import Issues Key Fields: Item, Quantity, Location, Warehouse, Transaction Date, Reason Code
When to Use:
Validation Rules:
Caution: Direct issues bypass job costing and work order tracking. Use standard issue processes for operational consumption.
Import cycle count results to adjust inventory quantities based on physical counts, reconciling system vs actual stock.
Template: InventoryPro_CycleCount.xlsx Required Permission: (Cycle count access) Key Fields: Item, Location, Warehouse, System Quantity, Physical Count, Count Date
When to Use:
Validation Rules:
Processing Behavior:
Download current system data in Excel format for review, editing, backup, or analysis. Exports include all active records with key fields formatted for re-import after modifications.
Available Exports:
Export Workflow:
Export Uses:
Export Format:
| Option | Setting | Description |
|---|---|---|
| 279 | Import / Export | Master security permission controlling access to all import/export operations |
| Script Timeout | 600 seconds | Server-side timeout for large file processing, configurable in ASP page headers |
Module-Specific Permissions: Each import requires both Security ID 279 AND module-specific create/modify permission:
File Upload Configuration:
basUploadFunc.inc handles file processingTemplate Discipline. Always start with downloaded template for each import type rather than creating from scratch. Preserve column order and headers exactly as provided. Add data rows below header row without modifying template structure. Use Excel data validation and conditional formatting to catch errors before upload. Save working file separate from original template for reuse. Document custom column mappings if integrating with external systems. Test with small sample file (5-10 rows) before full import. Keep template library updated when system versions change or new fields added. Train staff on template usage and common pitfalls before granting import permissions.
Data Quality Assurance. Validate data completeness in source system before export and import. Cleanse data for special characters, leading/trailing spaces, and formatting inconsistencies. Use Excel formulas to standardize formats (TRIM, UPPER, date formatting). Cross-reference foreign keys (verify warehouses, suppliers, items exist) before import. Export current data first for comparison and validation of changes. Perform test imports in non-production environment when available. Review error logs immediately after import and correct all failures. Reconcile record counts (exported vs imported) to ensure completeness. Document data transformation rules for repeatable processes. Maintain audit trail of import files with timestamps and user annotations.
Error Resolution Workflow. Download import log immediately after processing completes. Sort errors by type to identify systematic issues (missing foreign keys, format problems). Correct source data in original Excel file rather than manually in system. Re-import corrected rows using same template structure. Verify corrections processed successfully via second import log review. Use exports to validate final state matches intended changes. Escalate persistent errors to system administrator for stored procedure review. Document common errors and resolutions in team knowledge base. Consider data validation rules in source systems to prevent recurring issues. Schedule periodic data quality audits to identify import-related problems proactively.
Problem: Upload rejected before processing begins. Solution: Verify file saved as CSV, XLS, or XLSX (not XLSM with macros). Check file extension matches actual format (Excel can save with wrong extension). Remove any special formatting (merged cells, formulas, conditional formatting) before saving. Re-save from template rather than converted file. Try CSV format as simplest alternative. Prevention: Always use Save As with explicit format selection. Test file opens in Excel without errors before upload.
Problem: Every import row rejected for missing item reference. Solution: Verify item IDs match exactly (case-sensitive in some configurations). Check for leading/trailing spaces in item ID column. Confirm items exist in item master via export or search. Validate item IDs not using display format vs system ID. Import items first if creating new items and inventory simultaneously. Prevention: Export items and use VLOOKUP to validate IDs before import. Standardize item ID format in source systems.
Problem: Upload begins but never completes or shows timeout error. Solution: Reduce file size (split into multiple imports of 500-1000 rows each). Remove unnecessary columns beyond required fields. Import during off-peak hours with less system load. Increase script timeout if administrative access available. Check for locked records or concurrent processes blocking database. Verify network stability for large file uploads. Prevention: Establish file size limits (5,000 rows max recommended). Schedule large imports for overnight processing.
Problem: Import log shows mix of successes and errors. Solution: Review error log to identify failure patterns. Correct failed rows in source file. Re-import only corrected rows (successful rows already in system). Check if failures concentrated in specific data patterns (e.g., all from one warehouse). Verify foreign key references for failed rows exist. Prevention: Use data validation in Excel before import. Test with small sample before bulk import.
Problem: Import successful but data not as expected in system. Solution: Verify column headers match template exactly (order and spelling). Check for column shifts due to extra columns in import file. Review if blank cells interpreted as updates clearing existing values. Export data to compare before/after import results. Check stored procedure logic for field mapping if custom integrations. Prevention: Use unmodified templates. Document any custom column mappings. Review first few imported records before processing full file.
Problem: Clicking export produces error or no download. Solution: Verify export permission (Security ID 279 and module-specific view). Check for browser popup blockers preventing download. Try different browser if issues persist. Verify export stored procedure exists and executes. Check for data query timeouts if exporting very large datasets. Review IIS logs for server-side errors. Prevention: Test exports with small datasets first. Use filters to limit export size. Enable popup exceptions for application URL.
Problem: Upload completes but no feedback on results. Solution: Check if import redirected to log page (URL should show import log reference). Review browser console for JavaScript errors preventing display. Verify import log records created in database. Check if error occurred during import preventing log creation. Refresh page or navigate directly to import history if available. Prevention: Document expected import flow for user training. Maintain manual record of import file details for audit trail.
| Report ID | Report Name | Description | Use Case |
|---|---|---|---|
| Import Logs | Module-Specific Import Results | Detailed success/error logs for each import operation | Troubleshoot failed imports, verify completion, audit data quality, document corrections |
| 52 | Inventory Master Listing | Complete item master with attributes and stock levels | Pre-import validation of items, post-import verification, export template preparation |
| 39 | Error Log | System errors including import processing failures | Identify technical issues during imports, escalate to administrators for resolution |
| 67 | User Activity | Import operations logged with user and timestamp | Audit trail of import operations, compliance reporting, training effectiveness analysis |
Import Analytics: Track import frequency and volume by module to identify automation opportunities. Monitor error rates by user to identify training needs. Analyze import timing to optimize performance. Review data quality trends from error logs to improve source system validations. Maintain import file archive for historical reference and disaster recovery.
Data Quality Metrics: Calculate import success rate (rows processed / rows submitted). Track time-to-resolution for import errors (initial upload to error correction). Monitor data accuracy post-import through cycle counts and transaction audits. Establish baseline data quality scores for continuous improvement initiatives.
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