Import stock item suppliers

Find this screen

Open: Import Records > Stock And Prices > Import Stock Item Suppliers

How to

Create an import file for stock item suppliers

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

Only the stock item code and supplier account code are mandatory in the import file.

Download the import information and example file:
- Stock Item Suppliers import format (XLSX): Details of the information you need to include in the file.
- Stock Item Suppliers 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 (XLSX), and make sure your information is correct and all mandatory fields are included.
Save your import file.

Validate your import file

Open: Import Records > Stock And Prices > Import Stock Item Suppliers

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

Select Validate stock item suppliers only and select OK.
Browse to your import file and select Open.

Sage 200 checks the file and generates two reports. The Import Stock Item Suppliers Report: Shows the valid items that can be imported. The Import Stock Item Suppliers Report (Invalid): Shows the invalid items that can't be imported. 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 that the process cannot access the file, make sure your import file is closed and isn't open in any other applications.
Check both reports to ensure that your items are complete and correct.
Make any corrections required to the records in your import file.
To revalidate your import file, repeat this process.

Import stock item suppliers

Open: Import Records > Stock And Prices > Import Stock Item Suppliers

Select Validate and import stock item suppliers.
Choose whether you want to update details for existing stock item suppliers:
- If your import file contains existing stock item supplier details that you want to update, select Update existing stock item suppliers.
- If you don't want to update existing stock item supplier details, don't select Update existing stock item suppliers.
Select OK.
Browse to your import file and select Open.

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

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 that the process cannot access the file, make sure your import file is closed and isn't open in any other applications.
Check the reports to ensure that your stock item suppliers have been successfully imported.

Useful info

About importing stock item suppliers

Use Import Stock Item Suppliers to add or update supplier details for stock items. This is useful if you need to add suppliers to a large number of stock items, as it will be quicker than adding suppliers to individual stock items.

When you use Import Stock Item Suppliers, you can add or update suppliers for stock items, including the supplier details.

Before you start, create a file that contains a list of individual stock items and the supplier details for each stock item. Only the stock item code and supplier account code are mandatory in the import file.

Tip: Use Export Stock Item Suppliers to create the file, or create it manually. See Export stock item suppliers.

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.