Import Parts

This article will explain all about Importing Parts and how to easily add parts and stock records in bulk to your inventory.

NOTE: The import will process approximately 5000 records per hour so depending on your file size this could take an extended amount of time.Preparing Your Parts for Import

To import your parts and stock records, you'll need to create an import file with the same format as the sample file below:

Click here to download the sample import file (Excel)

The spreadsheet contains 6 tabs, each will be explained in detail:

  1. Parts
  2. Units of Measure
  3. Status
  4. Conditions
  5. Part Categories
  6. Inventory Locations

Parts

The Parts tab will contain a blend of all the parts and stock records you want imported into the system. This is where you will do the majority of your work, and where you will have to be sure to validate your data preciously. Several of the columns are constructed to perform lookup functions from the other tabs in the spreadsheet. See details on those tabs below.

New Parts Logic

The import will examine each row of the spreadsheet to determine if the part information represents a new part in your inventory, or if this particular part already exists.

NEW

A part will be considered NEW and thus added into inventory when the Part Number and Part Description do not exactly match to an existing part. This row will be added to your inventory.

EXISTING A part will be considered EXISTING and thus not added into inventory when the Part Number and Part Description match to a part already in inventory. These rows will be skipped and only stock record information will be processed. EXISTING parts cannot be updated via an import. Any changes to the part definition needs to be performed within Flight Schedule Pro.

New Stock Record Logic

Once the import has determined whether or not to add a part, it will then evaluate each row of the spreadsheet to determine if the stock record information represents a new stock record in your inventory, or if this particular stock record already exists. This behavior is slightly different for serialized parts versus non-serialized parts. The serialized toggle exists at the part level so make sure this toggle is set correctly.

TIP: Flight Schedule Pro uses the Lot Number as a way to ensure duplicate records across multiple file imports are not incidentally processed. Thus, you must always have a unique Lot Number or the stock record will not process. This is by design, however, you can make Lot Number any unique number you desire. You can also use Excel's built in numbering function to assign a unique number quickly.

WARNING: If you assign unique Lot Numbers to your rows in the import file, they WILL be imported without further checks for non-serialized parts. Make sure you do not process duplicate stock records as there is no way to undo this action.

Serialized Parts

NEW

On a Serialized part, a stock record will be considered NEW and thus added into inventory when:

  • Serial Number is unique and Lot Number is unique
  • Serial Number is not unique but all other stock records for this Serial Number have Qty = 0 and Lot Number is unique

This row will be added to your inventory.

EXISTING

On a Serialized part, a stock record will be considered EXISTING and thus not added into inventory when:

  • The Serial Number matches to another stock record and the Qty > 0 (thus this is a duplicate)
  • Lot Number is not unique (thus this is a duplicate)

These rows will be skipped and no stock record information will be processed. EXISTING stock records cannot be updated via an import. Any changes to stock records needs to be performed within Flight Schedule Pro.

Non-Serialized Parts

NEW

On a Non-Serialized part, a stock record will be considered NEW and thus added into inventory when:

  • Lot Number is unique

This row will be added to your inventory.

EXISTING

On a Non-Serialized part, a stock record will be considered EXISTING and thus not added into inventory when:

  • Lot Number is not unique (thus this is a duplicate)

These rows will be skipped and no stock record information will be processed. EXISTING stock records cannot be updated via an import. Any changes to stock records needs to be performed within Flight Schedule Pro.

Column Constraints

In addition to the above logic checks, the import job will check the following columns to ensure they contain valid values.

Column Name Check
A Part Number Cannot be empty
B Description Cannot be empty
D Unit of Measure Must be a valid value
E Core Eligible Must be TRUE or FALSE
F Serialized Must be TRUE or FALSE
G Part Category Must be a valid value
H Quantity Must be >= 0, must be 0 or 1 for serialized parts
I  Status Must be a valid value
J Condition Must be a valid value
K Serial Number Cannot be empty for serialized parts
L Lot Number Must be unique
N Inventory Location Must be a valid value
R Buy Cost Cannot be negative, cannot be more than 2 decimal places
S Sell Price Cannot be negative, cannot be more than 2 decimal places
T Warranty Date Must be a valid date if populated
U Shelf Life Date Must be a valid date if populated
V Expiration Date Must be a valid date if populated

Units of Measure

The Units of Measure tab will only serve as a reference for which you can fill out the Unit of Measure column (column D) on the Parts tab. Column D is built to be a lookup from the Unit of Measure tab, and thus for simplicity sake if you update the values within the Unit of Measure tab, it will assist in ensuring Column D of the Parts tab is a valid value. However, the import job will only look at Column D of the Parts tab, thus this step is purely optional. You need to make the content of this tab match exactly to the values you use in your system. Because these can be customized, renamed, and inactivated, you must make sure these values are correct. The spreadsheet includes the default values and as such, if you didn't customize these values in your system, you can skip this step.

Status

The Status tab will only serve as a reference for which you can fill out the Status column (column I) on the Parts tab. Column I is built to be a lookup from the Status tab, and thus for simplicity sake if you update the values within the Status tab, it will assist in ensuring Column I of the Parts tab is a valid value. However, the import job will only look at Column I of the Parts tab, thus this step is purely optional. You need to make the content of this tab match exactly to the values you use in your system. Because these can be customized, renamed, and inactivated, you must make sure these values are correct. The spreadsheet includes the default values and as such, if you didn't customize these values in your system, you can skip this step.

Conditions

The Conditions tab will only serve as a reference for which you can fill out the Condition column (column J) on the Parts tab. Column J is built to be a lookup from the Conditions tab, and thus for simplicity sake if you update the values within the Conditions tab, it will assist in ensuring Column J of the Parts tab is a valid value. However, the import job will only look at Column J of the Parts tab, thus this step is purely optional. You need to make the content of this tab match exactly to the values you use in your system. Because these can be customized, renamed, and inactivated, you must make sure these values are correct. The spreadsheet includes the default values and as such, if you didn't customize these values in your system, you can skip this step.

Part Categories

The Part Categories tab will only serve as a reference for which you can fill out the Part Category column (column G) on the Parts tab. Column G is built to be a lookup from the Part Categories tab, and thus for simplicity sake if you update the values within the Part Categories tab, it will assist in ensuring Column G of the Parts tab is a valid value. However, the import job will only look at Column G of the Parts tab, thus this step is purely optional. You cannot currently customize the Part Categories in your system, and thus should be no need to change these values.

Inventory Locations

The Inventory Locations tab will only serve as a reference for which you can fill out the Inventory Location column (column N) on the Parts tab. Column N is built to be a lookup from the Inventory Locations tab, and thus for simplicity sake if you update the values within the Inventory Locations tab, it will assist in ensuring Column N of the Parts tab is a valid value. However, the import job will only look at Column N of the Parts tab, thus this step is purely optional. You need to make the content of this tab match exactly to the values you use in your system. Because these can be customized, renamed, and inactivated, you must make sure these values are correct. Because Inventory Locations are dynamic to your operator, you must update this tab for the parts import to work correctly.

Processing a File

After you upload a file, it will be checked for any file level errors and if none are found, you can begin the import.

NOTE: The import will process approximately 5000 records per hour so depending on your file size this could take an extended amount of time.

Errors

You will receive an email once your import has completed processing. Within that email, it will tell you how total records were processed and the # of parts and stock records created.

WARNING: You need to remove all successfully processed rows and correct any errors before uploading your import file again. Previously successful rows will not process as they will be flagged by the rules logic listed above. So this will simply delay your ability to process the parts that errored.