Importing Stock

Introduction

Welcome to the comprehensive guide on importing stocks into JobLogic field management software.

This guide is designed to assist you in efficiently importing stock items within Joblogic, using the stock import template.

Additionally, it will offer detailed instructions on rectifying common errors that may occur during the import process. By following the steps outlined in this guide, you can streamline the stock management workflow and ensure accurate data integration into the system.

Let's dive in and simplify the stock import process for enhanced efficiency and productivity.

Permissions

To grant or remove the permission to import Stock, navigate to the ‘Users’ page by clicking ‘Settings’ within the left navigation pane, and select ‘Staff’.

Select a user from the ‘Staff List’. This will direct you to the ‘User Details’ page of the selected user.

Under the ‘Business’ section, ensure the Stock - Import has either a green tick, or the Grant column is selected

How to download the Stock Import template

Stock items are imported against the location, so firstly, navigate to Stock > Stock Locations

On the Stock Locations page, click on the relevant location name, followed by the Stock Records tab.

Next, click on the Import button at the top right corner of the page, and then click Download Template

Doing this will download a CSV (comma-separated values) Format spreadsheet in your system (generally in the Downloads folder).

Once the sheet is opened, there will be a few columns listed in the first row and the second row details the explanation and the information required for the respective columns.

How to fill in the Stock Import template

There are a few points that should be kept in mind while filling out the template.

• The data should be entered starting from the third row.
• The first two rows should not be edited or removed otherwise it will fail the import.
• In the second row if it is marked as 'Required' then it means it is mandatory to fill out the information for that column. However, further in this guide each column will be explained for clarity.
• When it comes to cost-related columns, no currency sign needs to be added.

Template columns

Stock Type: Mandatory

You will need to type in Part or Equipment in this column to categorize the item once it is imported.

Equipment/Part System ID: Not mandatory

This column can be left blank as it is a non-mandatory column and the system will automatically generate an ID once the import is done.

If you are hoping to update an existing record, enter the ID here so the correct record is updated during the import process.

Equipment/Part Number: Mandatory

A number is mandatory. The data added can be alpha numeric.

Equipment/Part Description: Mandatory

This is a mandatory field – This will be your way of identifying the part/equipment.

Quantity In Stock: Mandatory

It is Mandatory to fill in the data for this column. If left blank, then the import template will default the value for this column to 0

Minimum Holding: Mandatory

It is Mandatory to fill in the quantity for this column. If left blank, then the import template will default on the value for this column to 0.

The term "Minimum Holding" in Joblogic refers to the minimum quantity of a stock item that should be kept in stock at all times. This helps ensure there is always enough stock available for use.

When creating a stock record in Joblogic, you can specify the minimum holding quantity for that stock item. If the stock item falls below the minimum holding quantity, Joblogic will display an alert indicating that the item will still be under the minimum holding capacity even after reordering.

Rack/Shelf Name: Mandatory

It is Mandatory to fill in the data for this column. If left blank, the import template will import the item/stock against the default Rack/shelf of the location.

Equipment/Part Reference: Not mandatory

This column can be left blank as it is a non-mandatory column. If you have a specific reference for your part/equipment, you can enter it here.

Unit of Measure: Not mandatory

Unit of Measure refers to the specific measurement or quantity used to determine the amount or size of a particular item or product. It can be expressed in various units such as millimeters, meters, grams, kilograms, liters, etc. It helps in identifying the minimum amount or length of a specific item that is used or required for a job or task.

Price Per Unit: Not mandatory

This column can be left blank as it is a non-mandatory column. While inputting the data, no currency sign should be added.

Sell Per Unit: Not mandatory

This column can be left blank as it is a non-mandatory column. While inputting the data, no currency sign should be added.

Validation

The Validation column is a column located on the right-hand side.

It will provide information about any errors or failures in the data entered in the spreadsheet. It gives clear instructions on how to fix the errors and ensure successful data upload into Joblogic. Therefore, there is no need to input any data under this column. See below for more information on failed imports.

How to Import the Stock Import template

Navigate to Stock > Stock Locations

On the Stock Locations page, click on the location name to navigate to the selected location page followed by clicking on the Stock Records tab.

Next, click on the Import button at the top right corner of the page, and then click Upload Template

Failed Import

After attempting an import, you will receive a notification via the Bell icon in the top right of your Joblogic page showing whether the import was a success or fail.

You can navigate to the Import History page, either by clicking the link within the notification, or by going through Settings > History of Imports.

Order by Import Date to get the most recent import attempt, and then click the Download button to download the file.

The downloaded file will show what the errors are, and which lines are affected.

Scroll to the far right of the document - ‘Validation’ will be the last column on the sheet.

The errors can be corrected on this sheet, or your original template.

If you are to amend this sheet, you will also need to remove the validation errors, so this column is left blank again. Also, it is recommended to download a fresh new template and paste the correct data into the newly downloaded file.

Further Support

For further information or assistance on the above, contact our Support Team on 0800 326 5561 or email support@joblogic.com. Alternatively, our Customer Success Managers team can be reached by emailing customersuccess@joblogic.com

Publishing Details

This document was written and produced by Joblogic’s Technical Writing team and was last updated on the date specified above. Be aware that the information provided may be subject to change following further updates on the matter becoming available. Additionally, details within the guide may vary depending on your Joblogic account’s user permissions.