KB20201005/01: Sage 200 Evolution Tip & Trick – Importing new Inventory Items (STOCK) using the Quick Entry feature

Below explains how to efficiently import new Inventory Items (STOCK) using the new Quick Entry feature as found in Sage Evolution version 9.10 and higher.

Phase 1:

Compiling the MS Excel source file.

The MS Excel source file should have the following minimum required fields: Item Code and Item Description1

In addition to the above, the following fields can also be included, as relevant.

Description 2

Description 3

Warehouse Item Indicator: True or False

Serial Item Indicator: True or False

Service Item Indicator: True or False

Item Category: All Item Category values on the MS Excel source file should already be available on the Inventory Item Maintenance | Information tab

Inventory Group: All Inventory group values on the MS Excel source file should already exist in the Evolution company

Cost: This is the inventory cost value for the specific costing method as specified on the Inventory Defaults | Price / Costing tab.

Change the Inv. Default option as relevant before importing.

The column headings’ spelling on the MS Excel file should exactly be the same, including having the same spaces or no spaces, as those on the following screen:

Inventory | Maintenance | Inventory Items | Quick Entry

For example, one of the fields below is Description2 If you want to import new Inventory Items’ Description 2 values, the column heading on the MS Excel field should be Description2, and not Description 2

You don’t need to include all the fields on the MS Excel source file as those found on the Quick Entry screen. Only include the fields that actually need to be imported into the company.

Phase 2:

Importing new Inventory items

On the MS Excel source file, highlight the column headings and all records, and then copy them.

Go to Inventory | Maintenance | Inventory Items | Quick Entry

Right click on the first open row under the Code field and select Copy from Excel.

Notice how all records copied are now added/imported on the Quick Entry grid.

From the above screen, notice the boom listed item B4. It’s automatically assigned to the Service Items Group even though the import file is not linking it to this group. This is due to the Inventory Defaults | Default Service Item Group value for Service items, which should automatically update the new item, if the import file has no Group already included for it.

 Note that you can still change details on any records, e.g. change the Group on item B2 etc. When done, click the Validate button below to confirm record integrity.

If no validation errors are found, the following message should display below.

When all record details have been confirmed, changed where needed and the validation results are positive as above, click the Save button.

The new Inventory Items should now successfully import and can be viewed on the Inventory Item grid as can be seen below.

For further information please contact us on info@sysfinpro.com or alternatively by phone on +27 12 880 0258.