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Inventory Import

Inventory-> Inventory Import

The inventory import is a tool to allow a store to quickly load up their retail inventory styles/SKUs and quantity on hand into EverywhereBridal/Prom/Retail via a CSV file that is downloaded to a local computer and edited via a spreadsheet program that would be locally installed, such as eXcel or Numbers.

A store has three possible methods for quickly adding inventory: 1. Upload: Download a template CSV file and use a Spreadsheet program to add rows of inventory styles with quantity for a vendor/category, then Upload it 2. Fast Add: On screen grid entry of styles by Vendor & Category 3. Picture Perfect Bulk Inventory import. Quickly Import styles from our data warehouse. See the Picture Perfect Bulk inventory import help topic.

Notes when importing

Each Import is for a Vendor & Category. The same Vendor & Category may be imported multiple times if necessary. Select a Vendor/Designer and Category. The selections will automatically be applied to each style appended to the Inventory File from the import or fast add file.

A row for the same Vendor and Category may be inserted multiple times with different vendor style numbers and quantities. Each row will be automatically assigned a new Store Style (if one was not included on the style's import row) within the system on import.

If a row contains a vendor name or category name, this overrides the ones selected on the import page.

The same vendor style may be on multiple rows as well. If a Quantity on Hand (QOH > 0) exists for the row, a new QOH entry is automatically added to the Inventory Style on import.

Store styles and vendor styles are limited to 20 characters and will be truncated on import. Sizes are limited to 10 characters.

How it works

If you have no Store style on import row, only a Vendor style:

  1. A vendor style not in inventory is on a row with no quantity on hand
    Style information is added to file with no QOH entry

  2. A vendor style not in inventory is on a row with quantity on hand greater than 0
    Style information is added to file and a QOH entry is also added with the QOH information such as size and colors found within the import file row.

  3. A vendor style is previously entered in inventory is on a row with quantity on hand equal to 0
    The style information is overwritten by any entered style data within the import file. QOH details are ignored.

  4. A vendor style is previously entered in inventory with quantity on hand greater than 0
    No Style details are changed. The QOH information is added as a new QOH entry with the row's QOH details such as size, colors and costs also entered. Any existing QOH entries are not modified.

If you have a Store Style and Vendor Style on import row

  1. Store style does not exist in retail inventory, vendor style could or could not exist in retail inventory, and quantity on hand is equal to 0

A new inventory style entry is added using the new Store Style and the style details of the import file for the row.

  1. Store style does not exist in retail inventory, vendor style could or could not exist in retail inventory, and quantity on hand is greater than 0

A new inventory style entry is added using the new Store Style and the style details of the import file for the row. Also a new QOH entry is added to the new Store Style with the files QOH information, such as Size, Colors, cost, .. etc

  1. Store style exists retail inventory, vendor style could or could not exist in retail inventory, QOH greater than 0
    A new QOH entry is added to the new Store Style with the files QOH information, such as Size, Colors, cost, .. etc. Style details are not modified.

  2. Store style exists retail inventory, vendor style could or could not exist in retail inventory, QOH is equal to 0
    Style details are updated with the information contained within the import file for the style's row.

1. Upload Method

Upload utilizes a comma delimited file which can be read and written to by many Spreadsheet programs, including Microsoft eXcel or Apple Numbers. Download the TEMPLATE file and edit that with the data to import.

When a import inventory file is ready for processing, choose the Vendor and Category on the Inventory Import form. Then click the Choose File, button and locate the import file from your computer's drive.

Clicking UPLOAD button will initiate the inventory import and display a grid of the data to be imported. Check for errors. Edit the data to import within the grid as necessary, when ready, click SAVE to complete the import of the data. Otherwise click CANCEL, correct errors in import file and repeat process.

The import template contains the specific columns of data (see below). The only REQUIRED field is VendorStyle, however the entry will not be useful without some of the other data columns completed.

2. Fast Add Method

FastAdd does not require the use of a template or Spreadsheet program.

Select the Vendor/Designer and Category, then click FAST ADD.

User will be presented with a editable Grid whereby TAB will jump cursor to next field and new rows may be added by clicking the Add Row button or pressing Shift = or + when the cursor is not in a text field.

Clicking the SAVE button will append the entered grid data into the Retail inventory system.

General Instructions

An import error may occur if the data is too long for a specific field. For example a color field allows for a maximum of 25 characters. If an error occurs on import, shorten the field of data and retry.

Each import file must include a single category of merchandise from a single vendor. A template may be downloaded to use for entry or as a guide to set up existing inventory spreadsheet files.

Remember each import file or Fast Add grid update must contain a single category of merchandise for a single vendor, example: Bridal (category) for Mon Cheri (vendor).

Repeat rows for multiple QOH entries for a same VendorStyle. Do this by re-entering the VendorStyle on a new row and completing the QOH labeled fields. This adds a QOH entry with the QOH field values provided.

When a row contains a Vendor Style that exists within the inventory file, the style field data will be updated with the information contained within the import file when quantity on hand (QOH) for the row is 0.

When a row contains a Vendor Style that does not exists within the inventory file, the row data will be added as a Inventory STYLE entry with quantity on hand (QOH) for the row is 0.

Columns

Please refer to the Inventory-> Styles topic for definitions of the import data field columns.

Note: Some fields have a maximum number of characters allowed, most notably is color. A max of 10 characters are allowed.

Template or Grid Fields

Style Columns

StoreStyle - The system on import will auto create this code when the store style is left blank. Store styles must be unique between vendor styles.

VendorStyle - When the VendorStyle exists within the inventory only the a new QOH entry is created if QOH is greater than 0. When QOH is equal to 0 , a matching Vendor Style will replace the Style information with the other Style field values when they are not empty, such as Description, Reorder cost, Retail Price, Colors or Sizes. REQUIRED

Description - A short description of this style

ReorderCost - wholesale cost to order item from manufacturer. REQUIRED

Price1 - retail price 1. Retail Price 1 is updated when a Reorder wholesale cost is entered in the row for the style. They system will set the Retail Factor for the style found on the shop's vendor entry for the Import vendor. If the retail factor is not blank for the vendor & category and the Reorder cost is new/different than the existing cost (on a style update), then the Retail 1 is set to the computed Retail price when the computed if Retail price is higher than the row's entered Retail 1 price. REQUIRED

Price2 - retail price 2 (if there is a second price)

Quantity - quantity owned of this size & color(s) combination. REQUIRED

UnitCost - per unit cost or the items in inventory. Could be different than reorder cost. REQUIRED

Size - size of item, example: 10. REQUIRED

Color1 - color 1, example White. REQUIRED

Color2 - color 2, example Blue

Color3 - color 3, example light blue

UPC - manufacturer supplied unique UPC code for this style, size & color(s) combination

SizeAvail - must be surrounded by quotes for proper spreadsheet import, example: "00,0,02,04,06,08,10,12,14,16" Sizes may also be entered as 2-24 for an example and on import the system will expand the size range to 2,4,6,8,10,12,14,16,18,20. Quotes are NOT required for Fast Add

Colors1Avail - example: White, Ivory, The colors1avail, colors2avail and colors3avail entered may be up to 25 characters between the commas, ie: 1234567890123456789012345,1234567890123456789012345, ... etc

Colors1Label - example: Bodice

Colors2Avail - example: Blue, Teal - each color may be 25 characters between commas

Colors2Label - example: Belt

Colors3Avail - example: light blue, pale, pink, each color may be 25 characters between commas

Colors3Label - example Trim

Source - Source of the information

Qty2Order - Quantity to stock order. When present a Stock pending purchase order item for the style order will be created in addtional to the inventory style entry.

VendorName - When completed, this overwrites the selected Vendor selected during import. It will attempt to locate the complete vendor name entered in the everywhereRetail & not found will add the vendor

CategoryName - When completed, this overwrites the selected Category selected during import. It will attempt to locate the complete category name entered in the everywhereRetail & not found will add the vendor

The minimum data columns required for a successful import are marked as REQUIRED above