Import Bill of Materials

Find this screen

Open: Import Records > Stock and Prices > Import Bills of Material Components.

How to

Create an import file for BOM records

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

1. Download the import information and example file:

   • BOM Component import format (XLS): Details of the information you need to include in the file.
   • BOM Component example CSV file: Use this to import from CSV format.
   • BOM Component example XML file: Use this to import in XML format.
2. Create your import file in the format of the CSV example file.

3. Read the information in the import format file (XLS), and make sure your information is correct and all mandatory fields are included.

   Note: Each BOM must include an Item (code of the built stock item), Component (the code of each component) and the Quantity.

4. Save your import file.

Validate your import file

You can choose to validate the import file, which checks that the records are in the correct format before you import. Doing this doesn't import any information.

1. Select Validate records only and click OK.

2. Browse to the import file you created, select it and then click Open.

   Sage 200 checks the file and generates a report listing the invalid records.

   If there are invalid records, the reason for the failure is shown in the report.

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

3. Make any corrections required to the records in your import file.
4. To re-validate your import file, repeat this process.

Import BOM records

1. Select Validate and import records.

2. Click OK.

3. Browse to the import file you created, select it and then click Open.

   Sage 200 checks the records, imports the valid BOMs and generates a report listing the 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.

4. Make any corrections required to the records in your import file.

   Tip: We recommend that you remove those records that were successfully imported. As they can't be imported a second time, this stops them cluttering up your report.

5. Repeat until all records are successfully imported.

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Useful info

About importing BOM records

This is a quick way to create your Bill of Materials records. You can use a CSV file to import the details of the components that make a Bill of Materials.

Before you start, make sure:

• You've already created the stock item records for the built items.

• The built item records have Built items selected on the Details tab.

  Note: The stock item will be marked as Inactive when you save the record. This is changed to Active once you create or import the BOM

• You've already created the stock item records for all the components.
• If the BOM has a sub- assembly, then create or import the BOM for the sub-assembly first.

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Fix it

You may see one of the following errors when importing BOMs:

Specified stock item does not have a valid BOM type

This means that the stock item entered in the Item field is not set as a built item.

To resolve this, either:

1. Open the stock record and select Built Item on the Details tab, or
2. Add a different stock item code.

Specify an active stock item for a component line

This means that the stock record for one or more of the components is set as Inactive.

To resolve this:

1. Open the stock record.
2. Choose Active from the Current Status drop-down list.

Specify a valid stock item for a component line

This means that the stock item code entered in the Component field doesn't exist in Sage 200.

To resolve this, either

1. Check that the code is correct in the CSV file, or
2. Add the stock item to Sage 200 first.

Missing component or item field

This means that you've a row in the CSV file without a stock item code in the Component or Item field.

To resolve this

1. Check all the rows in the CSV file.
2. Add the missing code or delete the row.

Missing quantity field

This means that you've a row in the CSV file without a quantity.

To resolve this

1. Check all the rows in the CSV file.
2. Add a quantity or delete the row.

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What happens when

What happens when I validate the file?

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

• Whether any of the records already exist in Sage 200.
• Each record contains all mandatory fields.
• All fields are correctly formatted.

A report lists records that failed validation and would not be imported into Sage 200. For each record a single failure reason is provided.

What happens when I import a BOM?

1. The import file is validated again.
2. A BOM record is created for each valid row in the import file.
3. The built stock item records are updated and set to Active.
4. If any records haven't been imported, click Yes on the message to see the error report.

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