Import stock item locations (warehouses)

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

Find this screen

Open: Stock Control > Utilities > Import and Export > Import Stock Record Locations

How to

Create an import file for stock item locations

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

The stock item code, stock item name, and the warehouse are mandatory in the import file.

Download the import information and example file:
- Stock Items Locations import format (XLS): Details of the information you need to include in the file.
- Stock Items Locations example CSV file: Example import file in 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 > Import Stock Record Locations

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.

Import stock item locations

Open: Stock Control > Utilities > Import and Export > Import Stock Record Locations

Select Validate and import stock record locations.
Choose whether you want to update stocking levels for existing warehouses:
- If your import file contains existing warehouses that you want to update, select Update existing warehouse.
- If you don't want to update existing warehouses, don't select Update existing warehouse.
Select OK.
Browse to the import file you created, select it and then click 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 your stock item locations have been successfully imported.

Useful info

About importing stock item locations

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.

Note: Alternatively, you can 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. See Add locations (warehouses) to stock items.

When you use Import Stock Record Locations, you can add or update locations (warehouses) for stock items, and the recommended stocking levels for the item in each location.

Tip: Use Export Stock Record Locations to create the file, or create it manually. See Export stock item locations (warehouses).

The stock item code and the warehouse name are mandatory in the import file.

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.

Exporting and updating information

Some information can be exported to a CSV file, which can make updating the information easier if you need to make a lot of changes.

The information is exported to a CSV file in the same format used for an import. This means you can export information and make changes to it using an external tool (such as Excel), and then import your updated information back into Sage 200.

For details of which records you can export and update, see What can I import, export and update?

Updating information

An import file can include information for both new records and existing records that you want to update. You can choose whether or not to update existing records when you import.
Check the import format spreadsheet (XLS/XSLX file) for details about each import format.
Not all fields need to be included in the import file. You only need to include the mandatory fields.
- If you do not want to include a field for a particular record, just leave that field blank.
- If you do not want to include a field for any of the records in your import file, then you can remove the field altogether (including the heading).

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.