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import_and_export:import_items_and_stock [2022/02/08 12:52] – Gary Willetts | import_and_export:import_items_and_stock [2023/04/04 14:24] – Gary Willetts | ||
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====== 17.02. Importing stock ====== | ====== 17.02. Importing stock ====== | ||
+ | <WRAP center round important 60%> | ||
+ | **We strongly recommend: \\ | ||
+ | \\ | ||
+ | * You take a backup of your datafile before attempting any imports. | ||
+ | \\ | ||
+ | * You test any import on a copy of your data before you do it on the real data. | ||
+ | \\ | ||
+ | \\ | ||
+ | Don't say you haven' | ||
+ | </ | ||
+ | |||
The Import stock function allows you to import stock into a store after the items have been created (manually or by using the item import function). | The Import stock function allows you to import stock into a store after the items have been created (manually or by using the item import function). | ||
Choose //File > Import > Import stock// from the menus. You will be shown a warning: | Choose //File > Import > Import stock// from the menus. You will be shown a warning: | ||
- | {{ : | + | {{ : |
This is telling you to take care! The stock you are importing will be imported on top of the stock you already have in the store you are currently logged into. If you are not sure what you are doing, stop and make sure! | This is telling you to take care! The stock you are importing will be imported on top of the stock you already have in the store you are currently logged into. If you are not sure what you are doing, stop and make sure! | ||
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After clicking the **OK** button you will be told the next step is to select the import file: | After clicking the **OK** button you will be told the next step is to select the import file: | ||
- | {{ : | + | {{ : |
Click the **OK** button on this window and an operating system window will open for you to select the import file. Find the file and double-click on it or click on it and click the **Open** button. | Click the **OK** button on this window and an operating system window will open for you to select the import file. Find the file and double-click on it or click on it and click the **Open** button. | ||
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If you spot any problems, click on the **Cancel** button, fix them and try again. If all is well, click on the Import button and mSupply will carry out the import. A progress bar will show you how far through the whole process mSupply is. When it gets to the end you will be shown a message telling you how many lines were imported successfully and how many were skipped (because the item could not be identified - because the item code was missing or did not match an item in your datafile). | If you spot any problems, click on the **Cancel** button, fix them and try again. If all is well, click on the Import button and mSupply will carry out the import. A progress bar will show you how far through the whole process mSupply is. When it gets to the end you will be shown a message telling you how many lines were imported successfully and how many were skipped (because the item could not be identified - because the item code was missing or did not match an item in your datafile). | ||
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^ Column | ^ Column | ||
- | | 1 (A) | Item code | Mandatory, Text, up to 18 characters. mSupply uses this to recognise which item this row of stock belongs to. If this code is missing or does not belong to an item already in your datafile, this line of the import file will be skipped. | | + | | 1 (A) | Item code | **Mandatory**, Text, up to 18 characters. mSupply uses this to recognise which item this row of stock belongs to. If this code is missing or does not belong to an item already in your datafile, this line of the import file will be skipped. | |
- | | 2 (B) | Item name | Optional, ignored during the import. Text, up to 80 characters. The name of the item, here for reference so you can easily tell which item each row refers to. | | + | | 2 (B) | Item name | **Optional**, ignored during the import. Text, up to 80 characters. The name of the item, here for reference so you can easily tell which item each row refers to. | |
- | | 3 (C) | Units | Optional, ignored during the import. Text up to 60 characters, for your reference only. The unit the item is to be measured in e.g. Tablet, Each, ml, g, bottle, vial, Ampoule. | + | | 3 (C) | Units | **Optional**, ignored during the import. Text up to 60 characters, for your reference only. The unit the item is to be measured in e.g. Tablet, Each, ml, g, bottle, vial, Ampoule. |
- | | 4 (D) | Pack size | Mandatory, Integer. The number of units in a single pack for this stock line. | | + | | 4 (D) | Pack size | **Mandatory**, Integer. The number of units in a single pack for this stock line. | |
- | | 5 (E) | Quantity | + | | 5 (E) | Quantity |
- | | 6 (F) | Cost price | Optional, Real number. | + | | 6 (F) | Cost price |
- | | 7 (G) | Sell price | Optional, Real number. | + | | 7 (G) | Sell price |
- | | 8 (H) | Batch | Optional, Text, Up to 20 characters. The batch of this stock line. | | + | | 8 (H) | Batch | **Optional**, Text, Up to 20 characters. The batch of this stock line. | |
- | | 9 (I) | Expiry | + | | 9 (I) | Expiry |
- | | 10 (J) | Description | + | | 10 (J) | Description |
- | | 11 (K) | [[items: | + | | 11 (K) | [[items: |
- | | 12 (L) | [[items: | + | | 12 (L) | [[items: |
- | | 13 (M) | Donor | Optional, Text, Up to 60 characters. The name of the donor of this stock line. If the donor doesn' | + | | 13 (M) | Donor | **Optional**, Text, Up to 60 characters. The name of the donor of this stock line. If the donor doesn' |
+ | | 14 (N) | [[receiving_goods: | ||
+ | | 15 (O) | Outer pack size | **Optional**, | ||
+ | | 16 (P) | Volume per pack | **Optional**, | ||
+ | | 17 (Q) | Weight per pack | **Optional**, | ||
+ | |||
+ | <WRAP important center round 90%> | ||
+ | **Please note:** It is not part of the import file but, if an item's default Volume per pack is set (see the **Volume per pack** field on the [[items: | ||
+ | </ | ||
Here is a blank spreadsheet you can use with the right columns: {{ : | Here is a blank spreadsheet you can use with the right columns: {{ : | ||
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**Note**: the first row of data in red is an example row - delete it before you import it! | **Note**: the first row of data in red is an example row - delete it before you import it! | ||
- | In order to create | + | You can create the import file in various |
- | + | - Manually using the blank template above. | |
- | == More than one batch of an item == | + | - Manually using any text editor. |
- | It is possible to enter in various batches of an item separately. For example, if your import file contains two batches of " | + | - Export |
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- | It is not necessary to group the same batches together, but making sure that various | + | |
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- | {{ :import_and_export: | + | |
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- | <WRAP center round important 60%> | + | |
- | Make sure every line has an item code assigned: any lines without an item code will be skipped when importing. | + | |
- | </ | + | |
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- | Once you have completed the spreadsheet list: | + | |
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- | | + | |
- | * Open **mSupply** and choose // File > Import items & stock//. | + | |
- | * The following alert windows pop up, click OK to proceed on each one. | + | |
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- | {{ : | + | |
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- | - Tick this box if the first line of the import file contains column headers. This is normally the case :-) | + | |
- | - Tick this box to remove quote characters on import. | + | |
- | - Tick the radio-button accordingly. | + | |
- | - Clicking on the **Previous** and **Next** buttons allows you to step through the import file so as to review what will be imported, and particularly that the fields have matched up correctly. | + | |
- | - Click **Import now** to proceed, | + | |
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- | <WRAP center round tip 60%> | + | |
- | mSupply | + | |
- | * **Importing stock into a store**, which may be done relatively frequently - every time a new store is added to the system. | + | |
- | * **Creating new items**, which should be done rarely and with care, and not accidentally while importing stock! | + | |
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- | It is therefore important which radio button is selected in the above dialogue box. | + | |
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- | </ | + | |
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- | mSupply does a quick scan of the import file, and may come up with the following alert: | + | |
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- | {{ : | + | |
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- | This is not necessarily a problem. | + | |
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- | The import process will show a progress bar and then the following message once the import | + | |
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- | {{ : | + | |
- | This message needs interpreting: | + | If you use a spreadsheet application like Excel remember to export the file in Tab delimited text format before trying to import it into mSupply. |
- | * **Number | + | You can import as many batches |
- | * **Number of old items edited: | + | |
- | * **Number of items skipped: | + | |
- | + | ||
- | <WRAP info center round 60%> | + | |
- | If there are non-printable characters before or after the item name they will be removed. Any non-printable characters | + | |
- | </ | + | |
\\ | \\ |