Table of Contents
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Listed below are the available configuration settings for the inventory application.
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This is a mass load option for non-migrating districts only allowing ITC staff to import data for districts starting on Inventory without the fiscal year restrictions that apply to the System>Import options, thus allowing prior year items to be imported into the application. Please refer to the Non-Migration Procedures for more information on how to create an inventory instance and application set up for a non-migrating district.
This option will allow you to upload CSV files for acquisitions, items or dispositions. The data formats and headers for this option are the same as documented in the System→ Import chapter.
- The "Inventory Item" import option will also create any code object that does not exist. For example, fund, function, location, etc.
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Only ADMIN role users (ITC Staff) are able to import using the Migration Import option. Also if there are any Core codes listed in the spreadsheet that do not currently existing under Core, they will be automatically created under Core. The code descriptions will need to be updated later.
Field Definitions:
- Upload File: Only CSV (comma separate value) formatted files may be used to import data.
- Select Import Type: You may only select one import type at a time. Detailed formats for each import type are listed under the System>Import chapter. Available import types include:
- Item: Creates an Item which is stored under Transaction>Item.
- Acquisition: Creates an acquisition which is stored under Transactions>Acquisitions. Please refer to mass importing items with multiple acquisitions for more information.
- Disposition: Creates a disposition which is stored under Transactions>Disposition. Please refer to mass importing items with associated dispositions for more information.
- Create Acquisition Records: Only available if selecting the 'Item' import type. It will create an associated acquisition record for each item on the CSV file.
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Separate item type imports (files) should be used if necessary, one for items where only one acquisition is created; and, one for items where multiple acquisitions against each item must be created. For items that have multiple acquisition transactions, the 'Create Acquisition Records' box must be unchecked. Please refer to importing items with multiple acquisitions for more information. |
Mass importing items with one acquisition
- Create your CSV file using the proper format detailed in the System>Import documentation under 'Item' import type
- Upload the file into Migration Import option
- Select Item Import Type
- Check the 'Create Acquisition Records' box.
- Click 'Import'
It will create the item record and associated acquisition record.
Mass importing items with multiple acquisitions
- Create your CSV file using the proper format detailed in the System>Import documentation under 'Item' import type for the item records
- Create your CSV file using the proper format detailed in the System>Import documentation under 'Acquisition' import type for the related acquisition records
- Upload the acquisition CSV file FIRST into Migration Import option. This will ensure the acquisitions 'update Original Cost' field won't interfere with the Item's original cost when loading the Item spreadsheet.
- Select Acquisition Import Type
- Click Import
- Next, upload the item CSV file into the Migration import option.
- Select Item Import Type
- Uncheck 'Create Acquisition Records'
- Click 'Import'
It will create the associated acquisition records first and then the associated item record.
Mass importing items with associated dispositions
- Create your CSV file using the proper format detailed in the System>Import documentation under 'Item' import type for the item records. NOTE: Please make sure the status column is marked with a "D" for disposed of.
- Create your CSV file using the proper format detailed in the System>Import documentation under 'Disposition' import type for the related disposition records
- Upload the item CSV file FIRST into Migration Import option.
- Select Item Import Type
- Please ensure the 'create acquisition records' is checked to create the related acquisition record
- Click Import
- Next, upload the disposition CSV file into the Migration import option.
- Select Disposition Import Type
- Click 'Import'
It will create the associated item (disposed of status) and associated acquisition record first and then the associated disposition transaction record.