Before you begin
- Records that contain special characters (commas, quotation marks, etc.) can result in corrupted data, and can even cause imports to fail. To learn more about special characters in import files, see Troubleshooting Imports.
When importing, any columns that you leave blank will result in blank records, as they are not auto-populated by the CMMS. To prevent unexpected issues, we suggest removing any columns you don’t need to update.
- Aisle, Row, or Bin information can’t be updated in existing records because the information is used to uniquely identify a stock location (there can be multiple stock areas at a single location). To learn more about the fields that can be imported, see Data import overview.
You can update parts and supply records by:
- Running the Stock List (Unformatted) report to generate a spreadsheet of your parts and supply records.
- Updating the spreadsheet.
- Importing the updated spreadsheet.
To learn more, keep reading or click a link in the list above to jump directly to a specific section.
Run the Stock List (Unformatted) report
To generate the Excel spreadsheet:
- Go to Reports.
- Search for Stock List (Unformatted).
- Click the report in the list:
- Click Run:
- In the Render in Format drop-down list, select Excel Spreadsheet:
- Click Run.
Update the spreadsheet
Now that you've generated the report, you can open and edit it in Excel. In the example below, we updated the quantity on hand (from "0" to "3") for part A10 at the Toronto location:
Once imported, the existing record for part A10 will be updated with the new quantity.
Although you can remove some of the columns you don't need to update, the following columns are required and can't be removed:
- Stock item
- Part code
- Location name
When you're finished editing, save your spreadsheet as a CSV file.
Import the updated CSV file
To import the updated CSV file:
- Go to Supplies > Parts and Supplies.
- Click Import:
- Click Upload.
- Select the CSV file you updated.
- Click Continue:
- Use the drop-down lists to map the columns in your file to the fields in the CMMS. For example, "Stock Item" would map to "Parts & Supplies Name":
- Click Continue.
- Select the Use this answer for all future questions checkbox.
- Click Update:
The application will analyze your file.
Note: If your file contains multiple stock locations for the same part, the application will list warnings for these rows. These specific warnings will not affect the import.
- Review the results of the analysis and do one of the following:
- To proceed, click Import.
- To make changes (for example, to map columns differently), click Back.
Once the import is complete, you can check your parts records to make sure that fields were updated as expected. Continuing the example above, we can confirm that the quantity on hand at the Toronto location was updated as expected: