Stock Import Tool

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 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

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

Field Name	Mandatory	Description	Field Type	Character Limit
CONTROLLED		Ticked if your item is stock controlled.	Yes/No	4
STOCK_CODE		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		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		The top stock type level used for categorising stock.	Free Text	25
STOCK_TYPE2		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		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		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		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		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		The code which represents the TAX rate to be charged against delivery. 1 = Standard, 2 = Zero, 3 = Exempt, 4 = Reduced.	Numeric	4
TAX_RATE		The actual VAT Rate. Note: use either TAX_CODE or TAX_RATE, not both.	Numeric	4
LONG_DESC		The long description of the product used for telesales information and/or the website long description.	Free Text	2000
IMAGE:FILE_NAME		The filename for the image which can be a local path or a URL.	Free Text	255
IMAGE:IMAGE_NAME		Used as a reference for the image.	Free Text	200
IMAGE:IMAGE_DESC		Used as a description of the image.	Free Text	200
IMAGE:SORT_ORDER		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		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		The name of the supplier. Note: only use either company code or company name, not both.	Free Text	100
SUPPLIER:SUPPLIER_REF		The supplier's stock item reference, if different to the stock code.	Free Text	20
SUPPLIER:PURCHASE_COST		The supplier-specific buy price for this item.	Numeric	20
SUPPLIER:DISCOUNT		The discount% which is applicable when buying from this specific supplier.	Numeric	20
SUPPLIER:REORDER_QTY		The default quantity to reorder the item from this supplier.	Numeric	20
SUPPLIER:DEFAULT_SUPPLIER		Is this the default supplier for this stock item? Note: There should only be one default supplier per stock item.	Yes/No	4
AVAILABILITY		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		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		The default reorder quantity for this item and controls how many should be purchased at one time.	Numeric	20
AVERAGE_WEIGHT		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		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		The height of the stock item. Note: mandatory if using HHTs.	Numeric	20
WIDTH		The width of the stock item. Note: This is mandatory if using HHTs.	Numeric	20
DEPTH		The depth of the stock item. Note: This is mandatory if using HHTs.	Numeric	20
REORDER_LEVEL		The stock item safe level.	Numeric	20
MIN_LEVEL		The stock item minimum level.	Numeric	20
REWARD_POINTS		The number of reward points a customer would earn when purchasing this item.	Numeric	20
OTHER_REF		An alternative reference for this stock item; most commonly used for the barcode.	Free Text	40
MANUFACTURER		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		The number of days the stock item takes to arrive from your supplier.	Numeric	4
PICKING_LOCATION		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		Is this a drop ship stock item?	Yes/No	4
EPOS_DESC		The description that is to be used on the EPOS quick stock entry button.	Free Text	20
RUN_TO_ZERO		Is the stock item marked as run to zero?	Yes/No	4
BARCODE:TYPE		This is the type of barcode which is specified in the next column, e.g., EAN13, ASIN.	Free Text	100
BARCODE:BARCODE		This is the actual barcode.	Free Text	50
UDA:<NAME>		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		Is this stock item discontinued?	Yes/No	4
COUNTRYMANUF_ID		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		This is the ICN code that you will be using for the stock item.	Numeric	15
ICN:SHORT_DESC		This is the description of the ICN e.g. Alcohol, Office Supplies, Hand Sanitiser etc.	Free Text	350
ICN:SUP_UNIT		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		The numeric value of the amount measured; e.g. 1 for 1 litre or 10 for 10 litres etc.	Numeric	20
HARMONISATION:CODE		This is the Harmonisation code that you will be using for the stock item.	Numeric	12
HARMONISATION:COUNTY		The country of the Harmonisation code. Notes: This cannot be used in conjunction with Zone. This has to be written as it is seen in Khaos Control.	Free Text	20
HARMONISATION:DUTY		The duty amount for the Harmonisation code.	Numeric	4
HARMONISATION:ZONE		The zone of the Harmonisation code e.g. EU/WW/UK etc. Notes: This cannot be used in conjunction with Country. This has to be written as it is seen in Khaos Control.	Free Text	12
HARMONISATION:SHORT_DESC		This is the description of the Harmonisation; e.g. Alcohol/Office Supplies/Hand Sanitiser etc.	Free Text	12
NET_WEIGHT		The Net Weight that is used in Customs Invoices. This can be up to 4 dp.	Numeric	20
LinkedDocument:EXTERNAL_SHORT_DESC		The short description for the linked file.	Free Text	100
LinkedDocument:EXTERNAL_DATA		The location of the file.	Free Text	100
LinkedDocument:EXTERNAL_SORT_ORDER		What order should this linked document appear in.	Numeric	10
LinkedDocument:EXPORT_ITEM		Should this be exported via Webservices?	YES/NO	4

See Also

• Stock screen
  
• Stock Relationship Import Tool