Stock Import Tool

Page approved.


Stock Import Tool is not enabled by default.

Please email Development for more information.
Note: there will be additional costs involved if this option is enabled.

Overview

In order to import stock into Khaos Control, there are specific naming conventions and formats that must be followed so that the system recognises them and therefore the information is imported correctly. If you're not sure what field to use, please email Development.

Note: packs/bundles/move withs can't be imported using the Stock Import Tool. Please email Development if you want to have your packs imported.

Preparation

  1. Make sure that the data you want to import is correct. As this may come from another database you need to ensure that you validate it before attempting to import.
  2. If there is information in the file that is irrelevant and is not a required field, then you can delete it.
  3. If you have a mix of SCS and non-SCS stock items, these should be in two separate files for import.
    Note: If you will be using the eBay integration , please email Development as eBay dictates the SCS structure which must match eBay exactly.
  4. Excel will strip leading zeros from numeric stock codes and barcodes, so please ensure that you take appropriate formatting steps if you have any leading zeros in these fields.
  5. Your import file must be saved as XLS/XLSX/TXT.
  6. When creating the import file in Excel, if a blank line or lines, has/have, been added at the bottom, please remove them.


Usage

Once you have created your import file:

  1. Open a Stock screen (show me how).
  2. Press F9 or clicking the down arrow immediately to the right of the The green circle with a white cross icon on the button bar opens the "Other Actions" menu to open the 'Other Actions' menu.
  3. Select Import > Import Stock Items.
  4. Select the Stock import file and press OK.
    • If there are no errors, the Stock will have been imported into Khaos Control.
    • If stock items already exist in Khaos Control, they will be updated with the values in the import file.
    • If stock items do not exist, these will be created.

Mapping Table


flashing light bulb!
All YES/NO fields should be done as Boolean values. YES: -1, NO: 0


Field Name
Mandatory
Description
Field Type
Character Limit
CONTROLLED
 green tick 
Ticked if your item is stock controlled.
Yes/No
4
STOCK_CODE
 green tick 
The unique stock code of the item. This will be used as the first part of the SCS stock code if using SCS.
Free Text
55
SHORT_DESC
 green tick 
The short description of the stock item that will appear on the sales and purchase order screens, invoices, picking sheets etc. This will also be used as the first part of the SCS description if using SCS.
Free Text
250
STOCK_TYPE1
 green tick 
The top stock type level used for categorising stock.
Free Text
25
STOCK_TYPE2
 green tick 
This is the most important stock type level, with stock items belonging to the Level 2 Stock Type. Level 2 Stock Types can be used to set discount levels, promotions, nominal mappings and also for filtering and reports.
Free Text
100
STOCK_TYPE3
 red cross 
The third Stock Type level used to categorise Stock Items. It is optional and links to Level 2: Types. It is not used if there are three stock type levels.
Free Text
100
STOCK_TYPE4
 red cross 
Optional stock type level. The fourth Stock Type level used to categorise Stock Items. If using three levels, this is the last of the three levels.
Free Text
100
BUY_PRICE
 green tick 
The stock item’s default purchase price. The buy price also affects the stock value. This can be net or gross, but please let your PCO know.
Numeric
20
SELL_PRICE
 green tick 
The stock item’s default sell price. This can be net or gross, but please let your PCO know which you plan to use.
Numeric
20
TAX_CODE
 red cross 
The code which represents the TAX rate to be charged against delivery. 1 = Standard, 2 = Zero, 3 = Exempt, 4 = Reduced.
Numeric
4
TAX_RATE
 red cross 
The actual VAT Rate.
Note: use either TAX_CODE or TAX_RATE, not both.
Numeric
4
LONG_DESC
 red cross 
The long description of the product used for telesales information and/or the website long description.
Free Text
2000
IMAGE:FILE_NAME
 red cross 
The filename for the image which can be a local path or a URL.
Free Text
255
IMAGE:IMAGE_NAME
 red cross 
Used as a reference for the image.
Free Text
200
IMAGE:IMAGE_DESC
 red cross 
Used as a description of the image.
Free Text
200
IMAGE:SORT_ORDER
 red cross 
Controls the order in which the image should show when there is more than one image for the same product.
Numeric
4
SUPPLIER:COMPANY_CODE
 red cross 
The URN of the supplier who supplies the stock item. There can be more than one supplier linked to a item.
Free Text
50
SUPPLIER:COMPANY_NAME
 red cross 
The name of the supplier.
Note: only use either company code or company name, not both.
Free Text
100
SUPPLIER:SUPPLIER_REF
 red cross 
The supplier’s stock item reference, if different to the stock code.
Free Text
20
SUPPLIER:PURCHASE_COST
 red cross 
The supplier-specific buy price for this item.
Numeric
20
SUPPLIER:DISCOUNT
 red cross 
The discount% which is applicable when buying from this specific supplier.
Numeric
20
SUPPLIER:REORDER_QTY
 red cross 
The default quantity to reorder the item from this supplier.
Numeric
20
SUPPLIER:DEFAULT_SUPPLIER
 red cross 
Is this the default supplier for this stock item?
Note: There should only be one default supplier per stock item.
Yes/No
4
AVAILABILITY
 red cross 
A description of the availability of this stock item, for use when querying the delay in receiving an item, e.g. shipment delayed.
Free Text
50
PURCHASE_MULTIPLE
 red cross 
The multiple that this stock item has to be purchased in, e.g. eggs that come in a box of 6, the purchase multiple would be 6.
Numeric
20
REORDER_QTY
 red cross 
The default reorder quantity for this item and controls how many should be purchased at one time.
Numeric
20
AVERAGE_WEIGHT
 red cross 
The average weight for this item. This can be grams or kilograms, as long as it’s consistent throughout the system.
Note: This is mandatory if using HHTs.
Numeric
20
POSTAGE_WEIGHT
 red cross 
An alternative postage weight when shipping this item. This can be grams or kilograms, as long as it’s consistent throughout the system.
Numeric
20
HEIGHT
 red cross 
The height of the stock item.
Note: mandatory if using HHTs.
Numeric
20
WIDTH
 red cross 
The width of the stock item.
Note: This is mandatory if using HHTs.
Numeric
20
DEPTH
 red cross 
The depth of the stock item.
Note: This is mandatory if using HHTs.
Numeric
20
REORDER_LEVEL
 red cross 
The stock item safe level.
Numeric
20
MIN_LEVEL
 red cross 
The stock item minimum level.
Numeric
20
REWARD_POINTS
 red cross 
The number of reward points a customer would earn when purchasing this item.
Numeric
20
OTHER_REF
 red cross 
An alternative reference for this stock item; most commonly used for the barcode.
Free Text
40
MANUFACTURER
 red cross 
The manufacturer of the stock item. This is not always the supplier.
Note: These should be set up in [ System Data | Manufacturers ] prior to import.
Free Text
100
LEAD_TIME
 red cross 
The number of days the stock item takes to arrive from your supplier.
Numeric
4
PICKING_LOCATION
 red cross 
The simple picking location used when not using Khaos Control’s warehouse control module.
Free Text
30
SCS_TEMPLATE
SCS ONLY
This is the template for SCS as described in [ System Operations | Edit System Values | Stock | SCS ]. This is ‘$SKCODE$-$E1$-$E2$-$E3$’. Elements will be determined by how many SCS fields you use.
Free Text
30
SCS_DESC_TEMPLATE
SCS ONLY
This is the description template for SCS determined within [ System Operations | Edit System Values | Stock | SCS ]. This is ‘$DESC$ $E1$ $E2$ $E3$’. Elements will be determined by how many SCS fields you use.
Free Text
30
SCS_SK1
SCS ONLY
The stock code for element 1.
Free Text
15
SCS_SK2
SCS ONLY
The stock code for element 2.
Free Text
15
SCS_SK3
SCS ONLY
The stock code for element 3.
Free Text
15
SCS_SK4
SCS ONLY
The stock code for element 4.
Free Text
15
SCS_DESC1
SCS ONLY
The short description for element 1.
Free Text
100
SCS_DESC2
SCS ONLY
The short description for element 2.
Free Text
100
SCS_DESC3
SCS ONLY
The short description for element 3.
Free Text
100
SCS_DESC4
SCS ONLY
The short description for element 4.
Free Text
100
SCS_CAPTION1
SCS ONLY
The caption for element 1. This describes what type of variant the element is, e.g. Colour, Size.
Free Text
30
SCS_CAPTION2
SCS ONLY
The caption for element 2. This describes what type of variant the element is, e.g. Colour, Size.
Free Text
30
SCS_CAPTION3
SCS ONLY
The caption for element 3. This describes what type of variant the element is, e.g. Colour, Size.
Free Text
30
SCS_CAPTION4
SCS ONLY
The caption for element 4. This describes what type of variant the element is, e.g. Colour, Size.
Free Text
30
DROP_SHIP
 red cross 
Is this a drop ship stock item?
Yes/No
4
EPOS_DESC
 red cross 
The description that is to be used on the EPOS quick stock entry button.
Free Text
20
RUN_TO_ZERO
 red cross 
Is the stock item marked as run to zero?
Yes/No
4
BARCODE:TYPE
 red cross 
This is the type of barcode which is specified in the next column, e.g., EAN13, ASIN.
Free Text
100
BARCODE:BARCODE
 red cross 
This is the actual barcode.
Free Text
50
UDA:<NAME>
 red cross 
Used to define the UDA names and values of a stock item. The <NAME> should be replaced with the name of the UDA, with the values within the stock item rows. Speak to KCSL if you’re unsure about this.
Free Text
30
DISCONTINUED
 red cross 
Is this stock item discontinued?
Yes/No
4
COUNTRYMANUF_ID
 red cross 
This is the country of where the stock item has been manufactured. This has to be written as seen in  System Data | Countries ] for example United Kingdom, France, Italy, China etc.
Free Text
15
ICN:CNCODE_ID
 red cross 
This is the ICN code that you will be using for the stock item.
Numeric
15
ICN:SHORT_DESC
 red cross 
This is the description of the ICN e.g. Alcohol, Office Supplies, Hand Sanitiser etc.
Free Text
350
ICN:SUP_UNIT
 red cross 
The description of how the product is measured. This is found in [ System Data | Intrastat ICN ] and must match on the dataset; e.g. p/st/ Number of items, l / Litre, m / metre etc.
Free Text
4
SUP_UNIT_VALUE
 red cross 
The numeric value of the amount measured; e.g. 1 for 1 litre or 10 for 10 litres etc.
Numeric
20
HARMONISATION:CODE
 red cross 
This is the Harmonisation code that you will be using for the stock item.
Numeric
12
HARMONISATION:COUNTY
 red cross 
The country of the Harmonisation code.

Notes:

  1. This cannot be used in conjunction with Zone.
  2. This has to be written as it is seen in Khaos Control.
Free Text
20
HARMONISATION:DUTY
 red cross 
The duty amount for the Harmonisation code.
Numeric
4
HARMONISATION:ZONE
 red cross 
The zone of the Harmonisation code e.g. EU/WW/UK etc.

Notes:

  1. This cannot be used in conjunction with Country.
  2. This has to be written as it is seen in Khaos Control.
Free Text
12
HARMONISATION:SHORT_DESC
 red cross 
This is the description of the Harmonisation; e.g. Alcohol/Office Supplies/Hand Sanitiser etc.
Free Text
12
NET_WEIGHT
 red cross 
The Net Weight that is used in Customs Invoices. This can be up to 4 dp.
Numeric
20


See Also

Visit KhaosWikiX at https://support.khaoscontrol.com/wiki_kcx/ to see the following:

Contact the Khaos Team