Below is a guideline which will assist you in filling up the Inventory Upload Template. Please note that the last field named Status is used while validating and uploading therefore do not fill any data in that column.
Sheet 1:- Location
Location code is a alpha numeric unique short code for each location. Enter the relevant details from Location Code to Contact Name Field.
Figure 1.1 below shows an example of how to fill in the location sheet.
Figure 1.1 Location Sheet
Sheet 2:- Bin
Bin Sheet allows users to identify Shelves for each location. Several Bin codes can be attached to a location which can then be attached to different products for guidance to the customers/Staff as to where they can find a particular product.
Figure 2.1 below shows an example of how to fill in the Bin Sheet
Figure 2.1 Bin Sheet
Sheet 3:- UOM
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Organization may have multiple products which are kept in different measurements in stock. Hence, measurements are created for reference and break down of products into other measuring quantity. A unit of measure (UOM) defines a quantity of inventory; that is, the UOM is the unit used to measure or count the quantity, such as centimetre, box, each, and so on.
Figure 3.1 below shows an example of how to fill in the UOM Sheet
Figure 3.1 UOM Sheet
Sheet 4:- UOM Conversion
The UOM conversion coverts the units which are purchasing from to the units you will be selling in.
Example you are buying coke in cartons and selling in cans, so one conversion would be carton to cans 24. Each time you buy one carton the stock on hand for coke would be topped up by 24. For UOM from and UOM to, use the short codes which you have already set in the UOM sheet. STD are the Standard UOM Conversion, if the Conversion is specific for a Product; Enter the Part No and then UOM From, UOM To and Conversion Factor.
Figure 4.1 below shows an example of how to fill in the UOM Conversion
Figure 4.1 UOM Conversion Sheet
Sheet 5:- Category
Product Category
The category is to group the products of an organization. When the items are purchased to increase the stock level, it is advisable to group stock according to Categories. These Categories can be further categorized in Sub Category.
Grouping and categorizing of products allows tracking the physical location of stock easily and efficiently in an organization. Categories can also be used to do stock-take for items
Figure 5.1 below shows an example of how to fill in the Category
Figure 5.1 Category Sheet
Sheet 6:- Sub Category
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Sub-Categories are detailed breakdown of categories, for example, sub categories for Cosmetic could be Cream, Deodorant.
Figure 6.1 below shows an example of how to fill in the Sub-Category
Figure 6.1 Sub Category Sheet
Sheet 7:- Supplier
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In the Supplier Sheet, details relating to the supplier are entered and used while purchase of an item is performed by the organization. The purpose is to keep a list of all the preferred suppliers. Enter all the relevant details of the supplier together with a Short Code.
Figure 7.1 below shows an example of how to fill in the Supplier upload sheet.
Figure 7.1 Supplier Sheet
Sheet 8:- Inventory
Product Master
A unique part number is allocated to each inventory item. An inventory item includes all goods that are stocked and sold by the business. Non- inventory items may also be recorded in Inventory for other services provided, for example, training courses offered or labor costs charged. These non-inventory items also receive a unique part no. but are recorded as 'Non Quantity Bearing' items on the Inventory Maintenance form.
This sheet is used to enter all your product Information.
- Product Code; short code for your product. Should be unique for each product.
- Description; description of your product
- Unit of Measure; enter the UOM code which you have used in sheet UOM.
- Category; Enter the category code which you have entered in Category sheet.
- Likewise for Sub-Category and Supplier, details to be used from their respective sheet.
- Status;
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Purchase - Items that your company purchases from a vendor.
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Non-Quantity Bearing - Traditionally, items that are services, (such as rush-order charges) you want to include on the order. These items cannot be transferred or adjusted; however, they can be purchased, sold, or consumed in production.
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Kit - Finished products that are made up of one or more finished goods or sub-assemblies.
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Obsolete – Items that are no longer purchased or sold by the business.
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- Cycle Code; this determines how often you will be conducting stock take on the product. Select from the drop down list provided in the sheet.
- Bulk item ; If any items being processed by cashier and another copy of receipt given to be taken to bulk example; oil or kerosene.
- Allow negative to be ‘No’ for all items on which stock control is to be maintained.
- Lot Bin; this is ‘Y’ if you selling serialized items or selling items in separate batches (FIFO method)
Figure 8.1 below shows an example of how to fill in Inventory Sheet
Figure 8.1 Inventory Sheet
Sheet 9:- Inv List
Inventory List allows you to define the Bin No, Instock Level, Min Stock, Max Stock, Min Order and Cost for individual Location.
Figure 9.1 below shows an example of how to fill in the Inv List sheet
Figure 9.1 Inventory List Sheet
Sheet 10:- Kit Item
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A kit is a list of inventory items and resources you use to make another item. A kit can include raw materials, purchased or manufactured sub-assemblies and finished goods and resources such as machinery and labour. The kit contains everything required to make an item.
Figure 10.1 below shows an example of how to fill in the Kit Item Sheet
Figure 10.1 Kit Item Sheet
Sheet 11:- Product Price
Product Price sheet should be used if header pricing is used for a product, this means prices will not vary regardless from which location the product is sold. An item can be sold using one of the following pricing structure:
Priority 1 – Price level (different price level can be setup for different customers. This is then assigned to the customer in the Customer Maintenance screen in POS)
Priority 2 – Cost + Markup %
Priority 3 – Promotional Price
Priority 4 – Price Break
Figure 11.1 below shows an example of how to fill in the Product Price Sheet
Figure 11.1 Product Price Sheet
Sheet 12:- Location Price
Location Price sheet should be used if location pricing is used for a product, this means prices for product will vary from location to location. An item can be sold using one of the following pricing structure:
Priority 1 – Price level (different price level can be setup for different customers. This is then assigned to the customer in the Customer Maintenance screen in POS)
Priority 2 – Cost + Markup %
Priority 3 – Promotional Price
Priority 4 – Price Break
Figure 12.1 below shows an example of how to fill in the Location Price Sheet
Figure 12.1 Location Price Sheet
Sheet 13:- Bulk Cost Update
Bulk Cost Update sheet is a utility used to update the Last Code, Std Cost and RRP (Price 1) for products based on the location. Mostly used when there is changes in cost for most of the products.