Import stock items

About importing stock items and manufacturing stock item information

Stock item details

You can create stock items by importing data from another software package into Sage 200, or from one company in Sage 200 to another.

You can validate the import file before committing the data to the Stock Control module or you can proceed with the import once the file has been prepared. To do this there are two options available during the import activity.

The Validate stock records only option checks the import file is correctly prepared. It checks the database identifiers are specified correctly and the data is compatible with existing data in your system's database, e.g. the cost centres and departments are valid. If invalid records are found, a report is generated detailing why the records have failed.
The Validate and import stock records option checks the import file is correctly prepared as previously described, and then creates the new stock item records from the valid data. Invalid records are removed during the validation process. A report is generated detailing successful records and those that have failed.

All stock item types (Stock, Miscellaneous, Service and Labour) can be created. The stock type is determined from the product group you specify for a stock item in the import file. Other settings that are not specified in the import file but are derived from the product group are the search categories, units of measure and costing method.

If you are using multiple locations, the stock item locations are not specified in the import file. During the import activity you are prompted to select the warehouse(s) you intend to store the items in.

If you intend to use batch/serial numbered items, you must ensure a product group enabled for numbered items is specified for the relevant stock items. You cannot enable batch/serial numbers for a stock item once it has been created.

Bill of material (BOM) details cannot be included with the stock item using this activity.

Successful records are immediately applied to the Stock Control module and marked as active. Where the import file specifies a valid supplier and/or alternative item for a stock item, those details are marked as preferred on the stock item record.

After completing the import activity, you may need to access the new stock item records and make minor changes to the settings. For example, assign further suppliers or alternative items to the stock record or activate the required search categories for individual items.

Note: You cannot add information to an existing account using import. The activity only creates new records for Sage 200.

To import stock items

Open: Stock Control > Utilities > Import and Export.

To import stock item details, select Import Stock Records.
To import manufacturing stock item extensions, select Import Stock Extensions.

Note: You can also import manufacturing stock item extensions, through Manufacturing System Manager > System Utilities.

You cannot import manufacturing stock extensions unless you have imported the associated stock item records.

Select the required import options.

Validate only, to just check the data in the file.
Validate and import records, to check and import the data from the file.
If you are importing Manufacturing stock item extensions, select Treat warnings as errors if you want to treat warning messages as error messages.

If an error is found in a record, the record will not be imported. If you select this option, then a warning in a record will also prevent the record from being imported.

Note: This only applies when importing stock item extensions.

Multiple location users importing stock items: Select the warehouse(s) used to store the stock item from the list.

Confirm that you want to continue.

Click OK or Import.

Select the import file and click Open or OK.

Note: If failures have occurred, see the generated report, investigate further and re-enter the stock item or stock item extension details.