New Stock Import Tool

Purpose

The purpose of this document is to provide you with the Stock mappings and aide in preparing your stock data for import into Khaos Control. The headers within the example files are written in a way that Khaos Control recognises; this document will provide you with an explanation of what each header means and what information you should include within your file, as well as where to put that information. If you are unsure of what a field means, or where to put specific information that is pertinent to your stock records, please ask your Project Control Officer (PCO) or email us.

Preparation

Firstly, you need to determine where you will be acquiring your stock data from. In most cases, the data is being extracted from another database, which may have similar mappings. It’s important that you take time to validate your data before importing this to Khaos Control.

If there are certain values within the mapping file, which are not relevant to your stock items, they can be deleted from the import file providing they are not a required field.

If you have a mix of SCS & non-SCS stock data, they should be split into separate files. All non-SCS data should be in a separate file to the SCS data.

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.

If you’re going to be using the eBay integration with Khaos Control, please speak to KCSL before doing your SCS mapping as there are requirements from eBay which dictates the SCS structure must match eBay exactly.

When completed, you will need to save the file as an XLS/XLSX/TXT file, ready for importing.

Usage

Once a Stock file has been created it can now be imported into Khaos Control. Use the following steps to do so.

1. Open the Stock screen.
   
2. From the action’s menu Select Import > Import Stock Items.
   
3. Select the Stock import file curated and press OK.
   
4. Given no errors occur the Stock will now have been imported into Khaos Control. If stock items already exist in Khaos Control, it will be updated to the values in the import file. If stock items do not exist, these will be created.
   

Notes:

• Stock Types must already exist in Khaos Control. Extra care must be taken with spacing.
  
• When creating the import file within Excel, a blank line is added at the bottom. You can open the file with Notepad and amend or import as it is, where this line will be skipped, and the rest will be imported.
  

Mapping Table

Field Name	Mandatory	Description	Field Type	Character Limit
CONTROLLED		This tells Khaos Control if you wish to stock control your stock item.	Yes/No	4
STOCK_CODE		The unique stock code of the item. This will also be used as the first part of the SCS stock code, if SCS is used.	Free Text	55
SHORT_DESC		The short description of the stock item that should appear on the Sales Order screen, invoice, picking sheets etc. This will also be used as the first part of the SCS description, if SCS is used.	Free Text	250
STOCK_TYPE1		This is the top stock type level. This should be the top category for categorising stock.	Free Text	25
STOCK_TYPE2		This is the main stock type level. This level is where stock items are held and can also be used to set discount levels, promotions, nominal mappings etc. Note: THIS IS THE MOST IMPORTANT STOCK TYPE.	Free Text	100
STOCK_TYPE3		The third Stock Type level to categorise Stock Items. It is optional and links to Level 2: Types. It is not used when using three stock type levels.	Free Text	100
STOCK_TYPE4		Optional stock type level. The fourth Stock Type level 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 is also used for 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 choose 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, this is used for telesales information and/or the website long description.	Free Text	2000
IMAGE:FILE_NAME		The filename for the image. This 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 this stock item. There can be more than 1.	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:SUPPLIER_REF		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 of this item, for this supplier.	Numeric	20
SUPPLIER:DEFAULT_SUPPLIER		Is this the default supplier for this stock item? Note: There should only be 1 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. This controls how many should be purchased at a time.	Numeric	20
AVERAGE_WEIGHT		The average weight for this item. 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. Can be grams or kilograms, as long as it’s consistent throughout the system.	Numeric	20
HEIGHT		The height of the stock item. Note: This is 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 amount of reward points a customer would earn when purchasing this item.	Numeric	20
OTHER_REF		An alternative reference to this stock item. Most commonly the barcode.	Free Text	40
MANUFACTURER		The manufacturer of the stock item. This is not always the supplier. Note: These should be set up within System Data 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 determined within 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 within Khaos Control e.g. 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		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. Note: This cannot be used in conjunction with Zone. Note: 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. Note: This cannot be used in conjunction with Country. Note: 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

See Also

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

• Stock screen
• Stock "How Tos"