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Overview
Adding and Deactivating a single item.
Exporting the current Inventory Items
Importing the Inventory from a spreadsheet has a limit of 5000 records for import
On this page:
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Adding Inventory Items
To watch the video on How to add new Inventory Items click here.
Inventory Item Import
Settings → Inventory Items → Import/Export
Step 1: Download our inventory items template file
Exports the current Inventory Items to an XLSX format spreadsheet.
Step 2: Copy your inventory items into the template ****NOTE limit your upload number of lines to lots of 5000 inventory items.
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 = D
The Operation should be Blank, A(Add item) or D(Set item Inactive).
Before the import can be done it's good to have all all referenced data such as Materials, Material Types, Price Grids, Cost Grids, Discount Grids imported. For details on importing this data refer to Inventory Settings
Inventory Item Code & Description
For items that are made up of Material, Material Type and Colour the Code and Description are automatically created using a concatenation of the their descriptions and the column headings get have an * (astrix) on the end to indicate this, if it is desired to not use the default then remove the * from the heading.
Example Inventory Item Import file formats
Step 3: Upload an excel document
****NOTE limit your upload number of lines to lots of 5000 inventory items.
Select the file being edited which by default is in Downloads Folder but this may vary depending on browser settings.
Once file is selected the Upload button will show. Click to confirm file upload of selected file.
Step 4: Import the updated options layout template file
Choose Sheets from the list to be imported and validated. The list shows those sheets recognised by the Sheet (tab) Name.
Maximum of 4 Inventory Groups can be imported at one time. To select multiple sheets press Ctrl key while selecting.
Add colour if not found? Selecting this option means that colours not found in the database will be added. Material and Material Type must be added prior to importing as these and Price Grids, Discount Codes are validated as already existing in the database.
Once imported the validation screen is displayed.
Confirm import
To see a list of items and save click arrow on left. The Save button is at the bottom left of list.
Import Error Messages
If there are errors in the imported data there is a separate error section below the valid data section and the Save button will be disabled. To see a list of items and save click arrow on left.
Duplicate PKID error/ Code already exists in database
This happens when the Inventory Item is already loaded to BUZ this includes any deactivated Inventory items and has a PKID, these Items will need to be removed from the list.
Check your import file to see if you have the same Material, Material Type and Colour, to see if BUZ is trying to create the same Inventory Code as an existing one in the system.
Inventory Item Code can't be generated by BUZ
The Inventory Group ADFABRICSANDCOLOUR is more than 4 Characters.
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Description column error
Due to a description column having no data
Inventory Item Code is duplicated in the import list (Duplicate code found in the import list)
The same data has been duplicated in Description fields Part 1, Part 2 & Part 3. → Remove the duplication and upload again.
Manually adding an Inventory Item to BUZ
Settings → Inventory Items → New Item
Manually type the inventory item information into BUZ → Save
Deactivating Inventory Items
To watch the video on How to Deactivate Inventory Items click here.
This process is used when you need to change your Inventory Items for various reasons eg:colour changes in fabrics etc. Set the Inventory Items to inactive then Add new Inventory Items. This allows you to active these items again if required.
To set multiple items to be inactive:
Export the existing Inventory Items
Settings → Inventory Items → Import/Export
Step 1: Download our inventory items template file
Exports the current Inventory Items to an XLSX format spreadsheet.
Step 2: Save a copy of the Inventory Item file
This ensures you have a backup of the existing data in the system save a copy of the downloaded file before any changes are made.
Open the downloaded file → Enable editing → File → Save As → Choose your file location → Save
Step 3: Edit your inventory items file
****NOTE limit your upload number of lines to lots of 5000 inventory items.
Edit your items spreadsheet.
The PkId= Primary Unique Identifier column will already be populated with the unique identifier BUZ has already allocated, this MUST stay the same.
Add the product details to be updated and save the excel document to a new file name
The Operation should be D=Deactivate
Example Inventory Items deactivate import format
Step 4: Upload an excel document, Import & Save
Select the “updated” excel document to import and then upload it to BUZ
Highlight the worksheet to upload → Import → Check the correct items are Updating → Save All → Check the message these Items have been successfully modified.
The Inventory items are now deactivated in BUZ.
Manually deactivating an Inventory Item in BUZ
Settings → Inventory Items → Search for Inventory Item → Display
→ Click the Inventory Item link to be Deactivated
→ Archive
BUZ confirmation message
Reactivating Inventory Items
To watch the video on how to Reactivate inactive Inventory Item click here
If an item needs to be re activated follow this process.
Export the existing deactivated Inventory Items
Settings → Inventory Items → Import/Export
Step 1: Download our inventory items template file
Exports the current Inventory Items to an XLSX format spreadsheet.
Step 2: Save a copy of the Inventory Item file
This ensures you have a backup of the existing data in the system save a copy of the downloaded file before any changes are made.
Open the downloaded file → Enable editing → File → Save As → Choose your file location → Save
Step 3: Edit your inventory items file
To watch the video on how to edit Inventory Items click here
****NOTE limit your upload number of lines to lots of 5000 inventory items.
Edit your items spreadsheet.
The PkId= Primary Unique Identifier column will already be populated with the unique identifier BUZ has already allocated, this MUST stay the same.
Add the product details to be updated and save the excel document to a new file name
Active needs to be updated from FALSE to TRUE
The Operation should be E=Edit
Example Inventory Items reactivate import format
Step 4: Upload an excel document, Import & Save
Select the “updated” excel document to import and then upload it to BUZ
Highlight the worksheet to upload → Import → Check the correct items are Updating → Save All → Check the message these Items have been successfully modified.
The Inventory items are now activated in BUZ.
Manually reactivating an Inventory Item in BUZ
Settings → Inventory Items → Search for Inventory Item → Display
→ Click the Inventory Item link to be Deactivated
→ Activate
BUZ confirmation message
Manually editing an Inventory Item in BUZ
Settings → Inventory Items → Search for Inventory Item → Display
→ Click the Inventory Item link to be edited
→ Edit Details
→ Update the required details → Scroll to the bottom of the screen → Save
BUZ confirmation message
Explanation of Inventory item spreadsheet
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Your tax rate
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Fabric lists - Commonly used Fabrics to import
Rollers
Roller Fabric 20151209.1242_InventoryItems_BUZ.xlsm
Awnings
Awning Fabrics 20151209.1334_InventoryItems_BUZ_.xlsm
Shutters
Shutter Materials 20151210.0940_InventoryItems_BUZ.xlsm
Doors and Screens
Doors and screens material list20151210.1019_InventoryItems_BUZ_.xlsm
Inventory items are an integral part of BUZ, you may not see them very often, but any time there is a price, calculation or a change in behaviour, there will be an inventory item in the background.
Types of Inventory items
When it comes to inventory items, there are five different types:
Product (main inventory item) - Primary material or key component used to create a finished product. E.g. for Roller Blinds this could be Material, Material Type and Colour.
Manufactured - Components or parts used in the manufacturing of a product but isn’t charged to a customer. E.g. screws, washers, motor brackets.
Component - Components that are charged and required to manufacture a product. E.g. Motors, Pelmets, Brackets.
Service - Services such as installation, delivery, cleaning, warranty etc.
Overhead - Primarily added to Groups or Job Sheets to add additional costs to products that is not charged to the customer.
Product (Fabrics or Materials)
The most common Inventory item in BUZ
Each Product group will have a list of Main Inventory items.
Setting up Materials is a little different to the other types of inventory items.
There is a benefit to utilising the material list as they can be updated easily in the order process, and a few reporting tools link to the material list, such as this one - If you are logged in to BUZ, click here.
Material lists have three fields, which are customisable so that you can change the name of the type of question, but as a default
Material (Brand or style)
Material type and
Colour
Components
Components are add-on items for your main product.
Anything that has a cost associated with it will be required to be entered into BUZ as an inventory item so that you can link it to a price co-efficient, cost and or price grid.
Overhead
This can be added to a group or Job sheet to add costs to making a product.
Overhead expenses include
Accounting Fees,
Advertising,
Insurance,
Interest,
Legal Fees,
Labour Burden,
Rent,
Repairs,
Supplies,
Taxes,
Telephone Bills,
Travel Expenditures, and
Utilities
Service
Inventory Items can also be used to set a particular Dispatch type or add a second installer.
Adding an inventory item with a selected installation or dispatch type can add some automation to the setup.
For help with setting up a Service, Click here.
Reporting
You can also use inventory items to help with reporting.
BUZ has a large variety of choices for reports, but there are a few things that don't necessarily get captured simply because it inst always required.
They are adding an inventory item to a product as a way to create a report. A lot of questions a salesperson asks do not require its report, and BUZ has a few dedicated Reports built-in, but they are generally for Fabrics and materials.
If you want a report on how many motors or tracks are sold, you need to create an inventory item so BUZ can calculate something.
How Do I get to this area?
Settings → Inventory Items
How do I add an Inventory item?
There are two different ways to add Inventory: by creating a list in Excel and using the Import function or the BUZ interface.
Click here for more information.
Here are some other links that might help you
Information on adding, editing and deactivating Inventory
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