Import product groups

Find this screen

Open: Stock Control > Utilities > Import and Export.

How to

Create an import file for product groups

You can import product groups 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 files:

  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 product group must have a Code, Description and Type.

  4. Save your import file.

Create an import file for product group extensions

If you import stock items from another system into Manufacturing, you can also import Manufacturing product group details.

Note: You cannot import these unless you have imported the associated stock item records. Also, you cannot import data from Sage 50 Manufacturing.

Data is exported to and imported from an XML Extensible Markup Language (XML) file format. Sage 200 can import and export data in the XML file format. file.

Note: Sage can provide a conversion utility to convert a CSV Comma Separated Value (CSV) file format. Sage 200 can import and export data in the CSV file format. file into the required XML format. The conversion does not support the full range of values you can import in XML, but allows you to process key pieces of data. Ask your Business Partner for more information.

  1. Download the import information and example file:

  2. Create your import file in the format of the XML example file.
  3. Save your import file.

These items relate to the stock product group record Manufacturing tab.

Item in Import File

 Item in product group record

Mandatory

Use

Notes

ProductGroupName

Code Yes This refers to the product group in the Stock Control module. The product group must exist in Stock Control.
UseDemandWarehouse MRP Make Recommendation Location No

Specify true or false.

True specifies that finished goods will be placed in the demand/completion warehouse listed on the works order.

False specifies that the finished goods will be placed in the warehouse specified as the default in Sage 200.

True selects the MRP make recommendation location Use demand/completion warehouse radio button in the Product Group Manufacturing tab.

False selects the Use default Warehouse radio button instead.

Use default Warehouse is also selected if this is left blank in the import file.
UseWOComponentWarehouse MRP Component Replenishment No

Specify true or false.

True specifies that the warehouse on the works order when the recommendation is raised is used to check for sufficient items in stock.

False specifies that the warehouse hierarchy set up in Sage 200 Manufacturing is used instead.

True selects the MRP Component Replenishment Use demand/completion warehouse radio button in the Product Group Manufacturing tab.

False selects the Use warehouse hierarchy radio button instead.

Use warehouse hierarchy is also selected if this is left blank in the import file.

CostHeadingName

Cost Heading

Yes

Specifies the default cost heading for all stock items in the product group.

The cost heading must exist in Manufacturing System Manager.

Validate your import file

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

  1. Select Validate records only and click OK.

  2. 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.

  3. Check both reports to ensure that your records are complete and correct.

  4. Make any required corrections to the records in your import file.
  5. To revalidate your import file, repeat this process.

Import product groups

Open: Stock Control > Utilities > Import and Export > Import Product Groups.

  1. Select Validate and import records.
  2. Select whether the imported product group will have a movement history by selecting the appropriate check box.
  3. Select whether you want to include any item descriptions on any ordered or invoices from this product group by selecting the appropriate checkbox.
  4. Use the lists to select the default nominal codes for the product group. These are the nominal codes that will be posted to when transactions generated from the imported product groups are used.

  5. Click OK.

    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.

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

    Sage 200 checks the records, imports the valid ones and generates two reports. One lists the imported records, the other lists 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.

    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.

  7. Check both reports to ensure that your records have been successfully imported.

  8. 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.

  9. Repeat until all records are successfully imported.

Import product group extensions

Open: Stock Control > Utilities > Import and Export > Import Product Group Extensions.

Note: You can also import manufacturing stock item extensions using Manufacturing System Manager > System Utilities.

  1. Select Validate and import records.

  2. Select Treat warnings as errors if you want to treat warning messages as error messages.

    If an error is found in a record, the record will not be imported. If you select this option, then a warning in a record will also prevent the record from being imported.

  3. Click Import.

  4. Select the import file and click Open.

    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.

Useful info

Mandatory fields for product groups

Each product group must have a Code, Description and Type.

Other identifiers can be mandatory if other identifier values are set:

  • If Type = Stock then CostingMethod and StockTakeRecyclePeriod are mandatory.
  • If CostingMethod is FIFO, Actual or Standard, then AllowNegativeStock is mandatory.
  • If UseTraceability is Yes, then TraceabilityType is mandatory and AttributeName is applicable although it is optional.
  • If TraceabilityType is Batch, then SalesFromSingleBatch is mandatory.
  • If UseLandedCosts is Yes, then LandedCostsType and LandedCostsValue are mandatory.
  • If AttributeName is specified, then AttributeInUse, and AttributeCompulsory are mandatory.

Product groups

You can create product groups by importing data from another software package into Sage 200 or from one Sage 200 company to another.

You can validate the import file before committing the data to the Stock Control module or you can proceed with the import once the file has been prepared. To do this there are two options available during the import activity.

  • The Validate records only option checks the import file is correctly prepared. It checks the database identifiers are specified correctly and the data is compatible with existing data in your system's database, e.g. the product type and costing methods are valid. If invalid records are found, a report is generated detailing why the records have failed.
  • The Validate and import records option checks the import file is correctly prepared as previously described, and then creates the new product group records from the valid data. Invalid records are removed during the validation process. A report is generated detailing successful records and those that have failed.

If you intend to use batch/serial numbered items in your product groups, you must ensure a product group enabled for numbered items is specified for the relevant stock items. You cannot enable batch/serial numbers for a product group once it has been created.

Manufacturing product group details

If you are using Manufacturing, you can import manufacturing product group details as well. However, product groups must be imported first.

Note: You cannot import data from Sage 50 Manufacturing.

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?

  1. The import file is validated.

  2. The import file is processed.

    All valid items are imported, and any invalid items are ignored.

  3. 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.

See also

Reference

Import, export and update information

Product groups

Manufacturing options (product group)