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:
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.
| BUZ location | Maximum code |
|---|---|
| Inventory Group | 5 characters |
| Description1 (Material) | M + 3 characters |
| Description2 (Material Type) | T + 3 characters |
| Description3 (Colour) | 1st character of the description + 3 characters |
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
| Field | Details | Notes |
|---|---|---|
| PKID | This is the Primary Unique Identifier for the row in the database | BUZ creates this for you, leave this field blank |
| Code | Your Code for the item | If this is in a main inventory group and has an * in the heading BUZ will auto generate this for you |
| Description | Item Description | If this is in a main inventory group and has an * in the heading BUZ will auto generate this for you |
| DescnPart1 (Material) | Description Part 1 | in most cases used for Material |
| DescnPart2 (Material Types) | Description Part 2 | in most cases used for Material type (Blockout / Translucent) |
| DescnPart3 (Colour) | Description Part 3 | in most cases used for Material Colour |
| Price Grid Code | Price grid code that this inventory items relates to | |
| Cost Grid Code | Cost grid code that this inventory items relates to | |
| Discount Group Code | Discount group code that this inventory items relates to | |
| Last Purchase Price | The price you last purchased it for | |
| Standard Cost | The suppliers normal sell price | |
| Tax Rate | Your tax rate | |
| Units Purchase | What unit do you purchase in IE: BX is Box (These units of measure can be edited in inventory settings Purchase Orders ) | use the unit of measure code not description |
| Stocking Multiplier | Multiple "Unit Stock" by "Units purchased" | |
| Units Stock | What unit do you stock in IE: BX is Box | use the unit of measure code not description |
| Selling Multiplier | Multiple "Unit Sell" by "Units purchased" | |
| Units Sell | What unit do you sell in IE: BX is Box | use the unit of measure code not description |
| Cost Method | What cost do you want to default to (Average, Standard, Last purchased) | |
| Product Size | ||
| Product Type | Component = "C", Service = "S", Manufactured = "M" | Use only the first letter in the column |
| Supplier | Enter your Supplier here | use supplier code which is setup in BUZ contacts→ Suppliers |
| Supplier Code | Enter the Code your Supplier provides you for the inventory item, used for purchase orders | |
| Supplier Description | Suppliers Description of goods, used for purchase orders | |
| Length | ||
| Maximum Width | Maximum width this item is available in | |
| Extra Time to Fit | Extra time in minutes to fit this item (additional to the inventory group) | |
| Customer Var 1 (Pack Size) | Pattern Repeats in millimetres. used for Curtain pricing script | |
| Custom Var 2 (PackOpt) | Fabric Width in millimetres. used for Curtain pricing script | |
| Custom Var 3 (PackType) | Y or N | Continuous /Railroad Y or N |
| Warning | Warning flag to appear when item is selected in cart | |
| RptCat | Report Categroy | used to group items in a category for reporting |
| Operation | If this is a new item then the operation is A, E is to edit and existing item and D in to Deactivate |
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