You can import inventory information to easily add information about multiple inventory items in a single operation.
You can import inventory information from QuickBooks (PC or Online) or Peachtree by saving data from either of those programs in Excel format, or you can create a generic spreadsheet in Excel, enter inventory data into the spreadsheet, and import the information.
The generic Excel spreadsheet contains the following columns, indicating the information imported for each inventory item:
§ Product Code: Provides an identifying code for the item. Ensure that the products codes you use have the same format as those used for any existing items you have defined.
§ Description: Provides a brief description of the item.
§ Default Quantity: Specifies the standard quantity to include on customer invoices when this item is selected.
§ Unit Price: Indicates the default amount to charge for the item or service. If you specify a default quantity greater than 1, the unit price applies to the total, not each individual item.
§ Taxable: Indicates whether sales tax for this item is to be computed on customer invoices. True indicates the item is taxable, False indicates that sales tax should not be computed.
§ Account: Identifies the revenue account to credit when the item is sold.
§ Quantity: Indicates the initial quantity on hand. This data is imported into the Beginning Inventory Count field on the Set Up Inventory Products screen.
§ Total Inventory Balance: Indicates the initial cost for the quantity on hand. This data is imported into the Beginning Inventory Balance field on the Set Up Inventory Products screen.
To import inventory information:
1. Prepare the source file.
If you are importing inventory data from QuickBooks or Peachtree, log into the application from which you are importing and prepare the file to import:
§ From QuickBooks, export the Item Price List report to an Excel spreadsheet.
§ From Peachtree, export the Inventory Item List to Excel.
If you are preparing a generic Excel spreadsheet to import, perform the following steps:
a. Select Inventory Products from the Inventory menu to open the Set Up Inventory Products screen, and click List to open the Inventory List screen.
b. Click Excel and click Open when prompted to open or save the pre-formatted Excel spreadsheet.
Note: Do not change any column headings.
c. Enter inventory information in the columns of the Excel spreadsheet and save the spreadsheet as an Excel workbook.
Important! Ensure that you enter a code in the Product Code column. If the Product Code is missing from the spreadsheet, the inventory item is not imported.
2. Select Inventory Products from the Inventory menu to return to the Set Up Inventory Products screen.
3. Click Import and select the type of source file you prepared from the drop-down list.
You can select QuickBooks, Peachtree, or Generic Excel.
The Import Products/Inventory dialog appears.
4. Click Browse, navigate to the source Excel file you saved, and double-click it to select it in the Import Products/Inventory dialog.
Alternatively, click and drag the Excel spreadsheet from your file explorer and drop it into the Import Products/Inventory dialog.
5. Click OK to begin the import operation.
You are prompted that the import operation succeeded.
6. Click List in the Set Up Inventory Products screen to open the Inventory List and review the imported inventory items.
If necessary, you can click the entry in the Product Code column to open any item in the Set Up Inventory Products page, to edit or delete the imported information.
For example, you can delete duplicated items, or edit an item's record to correct a description, add an inventory threshold, or make an item inactive.