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


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 
This tells Khaos Control if you wish to stock control your stock item.
Yes/No
4
STOCK_CODE
 green tick 
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
 green tick 
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
 green tick 
This is the top stock type level. This should be the top category for categorising stock.
Free Text
25
STOCK_TYPE2
 green tick 
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
 red cross 
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
 red cross 
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
 green tick 
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
 green tick 
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
 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, this is used for telesales information and/or the website long description.
Free Text
2000
IMAGE:FILE_NAME
 red cross 
The filename for the image. This 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 this stock item. There can be more than 1.
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:SUPPLIER_REF
 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 of this item, for this supplier.
Numeric
20
SUPPLIER:DEFAULT_SUPPLIER
 red cross 
Is this the default supplier for this stock item?
Note: There should only be 1 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. This controls how many should be purchased at a time.
Numeric
20
AVERAGE_WEIGHT
 red cross 
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
 red cross 
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
 red cross 
The height of the stock item.
Note: This is 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 amount of reward points a customer would earn when purchasing this item.
Numeric
20
OTHER_REF
 red cross 
An alternative reference to this stock item. Most commonly 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 within System Data 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 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
 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 within Khaos Control e.g. 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 
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.
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
 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.
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
 red cross 
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:

Contact the Khaos Team