Add locations (warehouses) to stock items

This feature is only available from Sage 200 Professional 2023 R1 version onwards.

Find this screen

Open: Stock Control > Utilities > Import and Export > Add Locations to Stock Records

How to

Create an import file for stock item locations

You can add locations to stock items by using a CSV Comma Separated Value (CSV) file format. Sage 200 can import and export data in the CSV file format. file.

The import file only contains a simple list of the stock items, and you select the locations (warehouses) to add to these items when the file is imported. The stock item code and stock item name are mandatory in the import file.

Tip: Use Export Stock Records to create the file, or create it manually. See Export stock items.

Download the import information and example file:
- Add Locations to Stock Items import format (XLS): Details of the information you need to include in the file.
- Add Locations to Stock Items example CSV file: Use this to import from CSV format.
Create your import file in the format of the CSV example file.
Read the information in the import format file (XLS), and make sure your information is correct and all mandatory fields are included.
Save your import file.

Validate your import file

Open: Stock Control > Utilities > Import and Export > Add Locations to Stock Records

You can validate the file to make sure all the records are in the correct format and have the required mandatory fields. No records are imported

Select Validate records only and click OK.
Browse to your import file, select it and then click Open.

The file is checked and two reports are generated:
- The Update Report: Shows the valid records that would be successfully imported into Sage 200.
- The Update Report (Invalid): Shows the invalid records that would not be imported into Sage 200. The reason for the failure is shown in the report, and there may be more than one reason for the failure.
Note: The reports are displayed as a preview, printed, or sent to the spooler. This depends on the Output mode you have set.

Note: If you get a message "Unable to process the specified file", make sure your import file is closed and isn't open in any applications.
Check both reports to ensure that your records are complete and correct.
Make any required corrections to the records in your import file.
To revalidate your import file, repeat this process.

Add locations to stock items using your import file

Open: Stock Control > Utilities > Import and Export > Add Locations to Stock Records

Select Validate records and add locations.
Select the warehouses that you want to add to the stock items.
Select OK.
Browse to the import file you created, select it and then select Open.

Sage 200 processes and imports the records. A report is produced that lists the imported valid records, and a second report is produced if there are any invalid records.

Note: The reports are displayed as a preview, printed, or sent to the spooler. This depends on the Output mode you have set.

Note: If you get a message "Unable to process the specified file", make sure your import file is closed and isn't open in any applications.
Check the reports to ensure that the warehouses have been successfully added to your stock items.

Useful info

About adding locations to stock items

Use Add Locations to Stock Records to quickly add the same warehouse locations to a group of stock items. This is useful when you have created a new location and want to add that location to a large group of stock items.

Note: Alternatively, you can use Import Stock Record Locations to add or update warehouse locations for stock items, and set stocking levels. This is useful when you want to add locations to stock items on a more individual basis. See Import stock item locations (warehouses).

When you use Add Locations to Stock Records, you add locations (warehouses) to stock items by using an import file that contains a list of all of the stock items that will use the locations.

Tip: Use Export Stock Records to create the file, or create it manually. See Export stock items.

The stock item details will not be added or updated, as the import file is just used to select the stock items to update.

The stock item code is mandatory in the import file.

What happens when

What happens when I validate the file?

When you validate an import file, Sage 200 checks for the following:

Whether an item already exists.
All items contain the required mandatory fields.
All fields are correctly formatted.

The result of the validation is provided by reports.

A report lists the items that are valid and can be imported.
A separate report is produced to list any items that are invalid and can't be imported. The report will tell you why individual items are invalid.

Note: Depending on your selected output mode, the reports are displayed as a preview, sent to the spooler, or sent to the printer.

What happens when I import the file?

The import file is validated.
The import file is processed.

All valid items are imported, and any invalid items are ignored.
The result of the import is provided by reports.
- A report lists the valid items that were successfully imported.
- A separate report is produced to list any items that were invalid and could not be imported.
Note: Depending on your selected output mode, the reports are displayed as a preview, sent to the spooler, or sent to the printer.