How do I import transactions?

Import entries that have been created using a handheld or third-party software to the Materials Management database.

This routine will import inventory transactions for

  • Adjustment

  • Issued

  • Ordered

  • Received

  • Reserved

  • Returned

  • Salvaged
     

 

Contents

  1. Importing transactions
  2. Options

Importing transactions

1. Open Connect Materials Management > Inventory > Import Transactions.

2. Enter the Import File Type.

The import file type identifies the method in which the data is stored in the file.

What is the import file type?

  • Caselle delimited. The import file uses a file layout predefined by Caselle. This file type uses a comma (,) to mark the end of a field. Select Caselle Delimited as the Import File Type.  

  • Caselle fixed length. The import file uses a file layout predefined by Caselle. This file type uses a set value to determine the field length. Field values that exceed the set field length will be truncated. Select Caselle Fixed Length as the Import File Type.

  • User-defined delimited. This import file does not use a file layout predefined by Caselle and it uses a character to mark the end of a field. Select User-defined Delimited as the Import File Type. Then, click on the Delimiter field and type in the character or symbol that marks the end of a field. Example: comma (,), semicolon (;), colon (:), etc.

  • User-defined fixed length. This import file does not use a file layout predefined by Caselle and it limits the field length and format. Select User-defined Fixed Length as the Import File Type.  

3. Enter the Import filename.

The import filename is the filename and file location of the import file.

What is the import filename and where is the import file located?

  • The import file is located in the Connect directory. All of the Connect applications are located in the default d:\Connect directory, where you replace d:\ with the appropriate drive letter. If the import file was created and saved to the Connect default directory, then you only need to enter the import filename and extension. For example, ImportFileName.txt

  • The import file is located in a local or network directory. If you are importing a file that is stored on a disk or hard drive, type in the drive letter and path followed by the import filename and extension. Example: d:\my documents\ImportFileName.txt

4. Enter the Lines to Skip.

A column heading that describes the data in a column but is not necessarily data that you want to use to create a record is a line to skip. In this example, the yellow line is the column heading row.

Does the import file contain column headers or extra information that you do not want to import?

  • Yes, the import file contains headers or extra information. Click on the Lines to Skip field, then enter the number of rows to omit from the import file.

  • No, the import file does not contain headers or extra information. Enter 0 (zero) in the Lines to Skip field.  

5. Select the Print option.

All of the following options will process the import file. The report prints the import properties and lists any processing errors.

What do you want to do with the imported transactions?

  • I want to create transactions. Select No Report as the Print option.

  • I want to create transactions AND print a report. Select Report as the Print option.

  • I want to print a report. Select Report Only as the Print option.  

6. Enter the Input Date.

The Input Date is the date the system will use to record the imported transaction.

Do you want to use the current date as the input date?

  • Yes, I want to use the current date. Continue to the next step.

  • No, I want to use a different date. Click on the Input Date field to enter a MM/DD/YYYY.  
     

7. Set up the Adjust Quantity On Hand To Equal the Adjustment Quantity checkbox.

The quantity on hand is the inventory that is available in the database. The adjustment quantity is the quantity that is recorded in the import file.

Do you want to adjust the quantity on hand to the adjustment quantity?

  • Yes, I want to adjust the quantity on hand to the adjustment quantity. Select the Adjust Quantity on Hand to Equal the Adjustment Quantity checkbox. The system will create a transaction to record the difference between the Adjustment Quantity and the Quantity on Hand.

    Quantity = Adjustment Quantity - Quantity on Hand

    Example: If the quantity on hand is 5 and the adjustment quantity being imported is 7, then the system will create a transaction to increase the quantity on hand by a quantity of 2.
     

  • No, I want to use the quantity from the import file. Leave blank the Adjust Quantity on Hand to Equal the Adjustment Quantity checkbox. The system will create a transaction that records the Adjustment Quantity as the Quantity on Hand.

    Quantity = Adjustment Quantity

    Example: If the quantity on hand is 5 and the adjustment quantity being imported is 7, then the system will create a transaction with a quantity of 7.  

8. Is User-defined Delimited the Import File Type?

  • Yes, User-defined Delimited is the Import File Type. If the import file's column headings match the field names shown in the Type column, which is located in the Import File Fields grid, then you need to match the corresponding type to the column heading in the import file. Use Select Types or click on a row in the Import File Fields grid to select from a list of Types.  

  • No, User-defined Delimited is not the Import File Type. Continue to the next step.  

9. Is User-defined Fixed Length the Import File Type?

  • Yes, Caselle Fixed Length or User-defined Fixed Length is the Import File Type. The read-only display area shows the column numbers. Use the Select Types button to choose the type of data that is stored in each field; the display order is important. Use the Up and Down arrows to place the Types in the same order as the fields appear in the import file. If the field should not be imported, select (skip) Do Not Import.

  • No, Caselle Delimited or User-defined Delimited is the Import File Type. Continue to the next step.  

10. Click GO (CTRL+G).

The transactions are imported.

 

Options

Field type definitions

Match the column headings in the import file to the field types, listed below. Required types are shown in bold.

 

Field

Required

Description/Limits

Validation

Activity number

No

Must be blank or positive numeric values.

> (0 to 999999999)

When GL interface is Caselle 4.x

Additional comments

No

> Up to 50 characters

None

Check number

No

Must be blank or positive numeric values.

None

Created by

No

Must be blank or positive numeric values.

> Up to 20 characters

None

Date

Yes

If the value is blank, use the Input Date on the Import Transactions screen.

Format as MM/DD/YYYY for delimited types.

None

Expected use date

No

Format as MM/DD/YYYY for delimited types.

When GL interface is Caselle 4.x or Other

GL account

Yes

Required for Adjustment, Issued, Returned, Salvaged transaction types.

Required for Reserved types when the Issue/Return Type is Account.

Must include leading zeros.

May or may not contain formatting characters.

> Up to 30 characters

When GL interface is Caselle 4.x or Other

Inventory number

Yes

Inventory item must already exist.

Invalid inventory numbers will print on report.

None

Invoice number

No

> Up to 30 characters

None

Issued/returned by

No

> Up to 20 characters

None

Issued/returned to

Yes

Required for Issued, Returned, or Reserved transaction types.

> Up to 30 characters

None

Issue/return type

Yes

Required for Issued, Returned, or Reserved transaction types.

Expected values: Job, Account, Location, Sale

Must include Issue/Return Type or Issue/Return Type Code.

> Up to 8 characters

None

Issue/return type code

Yes

Required for Issued, Returned, or Reserved transaction types.

Expected values: J = Job, A = GL Account, L = Location, S = Sale

Must include either the Issue/Return Type or Issue/Return Type Code.

> 1 character

None

Location

Yes

Must match existing values in the database.

> Up to 10 characters

None

Purchase order number

No

> Up to 30 characters

None

Quantity

Yes

Quantity can only be zero if the transaction type is Adjustment or Received.

> (999,999,999.99)

None

Source

No

> Up to 30 characters

None

Total cost

No

> (999,999,999,999.99)

None

Transaction type

Yes

If blank, the default value is issued.

Expected values: Adjustment, Issued, Ordered, Received, Reserved, Returned, Salvaged

Must include either the Transaction Type or Transaction Type Code.

> Up to 14 characters

None

Transaction type code

Yes

If blank, the default value is I (issued).

Expected values: A = Adjustment, I = Issued, O = Ordered, R = Received, V = Reserved, T = Returned, S = Salvaged

Must include either the Transaction Type or Transaction Type Code.

> 1 character

None

Unit cost

No

 >(999,999,999.9999)

None

Vendor number

Yes

Required for Ordered and Received transaction types.

> (0 to 999999999)

None
Save settings

Use Save Settings (CTRL+S) to save the current settings for later.

Refresh settings

Use Refresh Settings to restore the default settings.

 

 

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