Import alternative stock items

Find this screen

Open: Stock Control > Utilities > Import and Export > Import Alternative Items

How to

Create an import file for alternative stock items

You can import stock item alternatives 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:

   • Alternative Stock Items import format (XLS): Details of the information you need to include in the file.

   • Alternative Stock Items example CSV file: Use this to import from CSV 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.

   • Alternative stock items must have a StockItemCode and AlternativeItemCode.

   • A stock item can only have one preferred alternative item.

4. Save your import file.

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 alternative stock items

1. Select Validate and import alternative items.

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 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.

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

5. 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.

6. Repeat until all records are successfully imported.

Note: The import may take a long time to complete if you have a large number of items in the import file. For example, it might take 1 minute per 1,000 items in the import file. Therefore, it's a good idea to remove any unnecessary items from the import file. So if you're only updating 10 items in a file that has 10,000 items, then edit the import file so it only contains those 10 items.

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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 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.