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Inventory Stocktake Import
For a detailed representation of who inventory needs to be setup and how the calculations are done, download this xls: Restocking calculation & setup.xlsx
Step 1: Download our inventory "Stocktake template file" or Export to modify existing stocktakes
Start by downloading our inventory stocktake XLSX (Microsoft Excel Spreadsheet) template file. This file gives you a good base to start with that you can modify to fit your requirements.
Step 2: Modify the template
Using Excel or another spreadsheet editor, modifying the BUZ template to fit your requirements.
The values can then be edited in the spreadsheet. Columns to the left of the Operation column cannot be deleted and additional columns cannot be inserted. If additional columns are required these need to be to the right of the Operation column.
The PkId is the Primary Unique Identifier for the row in the database so this should not be changed or deleted and do not copy this when duplicating the row to create a new item. It must be blank when Operation = A and contain the exported value for Operation = E or D
The Operation should be Blank, A(Add item), E(Edit item) or D(Set item Inactive).
Step 3: Upload an excel document
Step 4: Import the updated template file
Here are the list of worksheets that available to be imported :
Note: Please select maximum 4 Sheets at a time.
Export to Modify Existing Stocktake
Once your stock is added for the first time it is just a matter of editing the stock when completing a stock take.
- Export This sheet under "Stocktake Template File"
- Select the Inventory group you wish to record stock for
View Previous Stocktakes
Once your stock is added you can view your previous stocktakes.
Export this sheet under "Previous Stocktakes"
Exported Field Descriptions
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If this is your first stocktake, see our New to Stocktake help here: New to Stocktake - Start Here
Conducting your stocktake
Start by downloading “Stocktake template file (Select Inventory Groups to Export)”
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Select your inventory Group(s) and click Download Template
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You can use the table below as a guide to fill in the required columns in your stocktake file.
Column Heading | Can be edited/ Is required | Function / Requirements |
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Pkid | No | Unique identifier created by BUZ |
Inventory Code | No | Inventory code |
Description | No | Inventory Description |
Date | Yes (required) | Key in the date you are conducting the stocktake |
Stocktake Ref No | Yes (required) | Key in a reference number for the stocktake. Reference number cannot include letters or special characters (whole numbers only) |
Qty Count | Yes (required) | Count of the stock currently in your warehouse/factory/office |
Qty Weight | Yes (not required) | Total weight of the inventory. e.g. if you have 1000 screws and each one weighs 5 grams, then you can key in 5000 |
Qty Stocktake | No | Total number of inventory BUZ thinks you should have in your warehouse/factory/office |
Unit Cost | No | Average cost per item based of previous purchases. BUZ looks at your purchase history and calculates this automatically. |
Location Code | Yes (not required) | Location of your inventory |
Operation | Yes (required) | Key in A to add. If you have made a mistake and need to edit the stocktake, please see “How to Edit Stocktake - Errors” below |
In the example below, you will notice there is a Unit Cost for the first 4 items and the remaining have 0. This is because we used BUZ to place an order to our supplier for the first 4 items but the rest were uploaded using Stocktake. As you use BUZ to place your orders to suppliers, the Unit Cost will update to reflect the average cost of each item.
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Once you have finished your stocktake, save the file and upload to BUZ.
How to Edit Stocktake - Errors
If you’ve made a mistake with the Date, Stocktake Ref No, Qty Count or Location Code use the “Export Previous Stocktakes” function to download your previous stock. Once downloaded you can edit the required fields and use “E” in the operation column.
The downloaded file will have the Pkid column filled in as well as all the details from your previous stock take, be careful not to change any details in the Pkid, Inventory Code, Description, Qty Stocktake or Unit Cost columns.
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