This article provides instructions on how to create an Excel import file that can be uploaded through the web interface. Stock cards can be imported using Excel through the web interface in the same way as in the desktop application.
Importing Stock Levels
Importing stock levels into stock cards is intended solely for setting up initial balances on a stock card. Subsequent balance updates should be performed directly in the application using receipts/issues, or by using the import into receipt/issue line items. However, if a stock card already contains a balance, the import will only add the corresponding difference.
When importing initial balances — that is, specifying stock quantities in stock-keeping units (SKU) in the import file — a receipt will be generated with the quantity specified for the given item.
If you only need the import to update a stock card — for example, to update the minimum quantity — the import can be performed without the columns that affect stock levels.
To get started, we recommend first reading the article on Excel imports in the web interface.
__________________________________________________________________
Stock Cards
After selecting the "Import from Excel" option, it is important to keep track of which file you are uploading. Once the file has been uploaded, Flexi will generate an overview in the next step, displaying columns from Excel in one column and columns in Flexi in the other (these columns must be reviewed and completed as needed). If you have missed a column, it can be added via "Advanced options".
Example import file: stock_cards.xlsx
Below we will look at the columns that are typically used for the import. Some of them are mandatory.
Price list:
The code/abbreviation of the given price list item. Any abbreviation up to 64 characters in length. Mandatory field for both creating and updating a record.
Warehouse:
The code/abbreviation of the given warehouse. Any abbreviation up to 20 characters in length. Mandatory field for both creating and updating a record.
Accounting period:
The code/abbreviation of the given accounting period. This is typically the year itself, e.g. 2022. Mandatory field for both creating and updating a record.
Opening balance – quantity
Specifies what the SKU balance on the stock card will be after the initial balance import is completed. A receipt will be generated with the specified quantity. Mandatory field when specifying an opening balance.
Opening balance – price per SKU
Specifies what the average price on the stock card will be. The stock value in the local currency will be automatically calculated as the product of the quantity and the price per SKU.
Opening balance – issue date
Specifies the date with which the receipt for entering opening balances will be created. This is typically the first day of the relevant accounting period (e.g. 01/01/2022). Mandatory field when specifying an opening balance.
Opening balance – document type
Specifies the warehouse document type with which the receipt will be created. Enter the code of the relevant document type. Mandatory field when specifying an opening balance.
Minimum stock:
Minimum stock level in SKU. Can be used with the order to minimum feature.
All properties of the stock card register can be found at:
https://demo.flexibee.eu/flexi/demo/skladova-karta/properties
In the web interface, it is of course possible to add more columns via the settings in the bottom right. The easiest way to find out the format of individual fields is to use Export to Excel in the format suitable for import into Flexi.
__________________________________________________________________
Importing Stock Cards
We will now look at importing a file that contains data for creating two new stock cards with an opening balance. If you want to modify an existing record, use the Price list, Warehouse, and Accounting period fields to identify the record.
The import option can be found directly in the stock cards agenda at the bottom:
The Import from Excel dialog offers a file selection window, or you can drag and drop the file from a folder on your PC. Clicking inside the field will also open a file selection window:
The Excel file should be structured in the following format:
If the columns are not named using the system field names of the given register, you will need to map the Flexi column manually. Otherwise, the mapping will be determined automatically.
First, a test import will run to verify that the data is correctly formatted. Within a single import, records can be both updated and created.
After reviewing, you can proceed with the import by clicking the "import" button in the bottom right. The same window will appear with a confirmation of the import's success.
Once the import has been completed successfully, a receipt will be created for the corresponding number of SKUs.