Import Inventory Items into Clickentryadmin
Using our CSV import template file you can easily Import your inventory item details in Clickentry. To import inventory, you must have the user role of either Adviser or Standard user.
Download the Inventory Items Template File
- In the Account menu, select Inventory.
- Click Import.
- To download the template file click on the Download template file link.
- Open the downloaded Template File.
Enter or Copy your Inventory Items into the Template
- You need to enter or edit the inventory item details according to the heading.
- Before saving the file to your computer make sure you have entered or copied the inventory item details in the relevant columns and It must be one item per row.
While entering the details into the template make sure you are following the rules mentioned below.
- The first row is the header row so leave the first row as it is. If you delete the header row or make any changes in the headings, Clickentry won’t import your file.
- Make sure all columns must stay in the same order as Clickentry’s template file. When copying data from another system, make sure you copy Clickentry’s exact format.
- If you don’t use a column, just leave it blank instead of deleting it.
- The only mandatory field is ItemCode. It can be a combination of numbers and letters (up to 50 characters).
- If you want to track an item then you only need to use the Inventory Asset Account and Cost of Goods Sold Account fields. You can choose from the accounts that you created while setting up tracked inventory. If you are not going to track an item then you can leave these fields blank.
- When creating a CSV file using excel then make sure not to enter figures and symbols that Excel could automatically reformat as dates or numbers. This data may cause a failure in the importing process.
- There is no limit for importing inventory items in Clickentry. You can import any number of inventory items at a time.
Columns in the Items Template File Explained
|ItemCode||The only mandatory column on the template. It helps you to find and organize your items later. It’s good practice if we use SKU, ASIN, ISBN, MPN, UPC, EAN, GTIN or another standard reference code for our inventory items as your item code. Clickentry doesn’t display the item code automatically on PDF invoices, credit notes, quotes or purchase orders. But if you want to display it, you can add the item code to the Description field.|
|ItemName||Enter the name of the item. You can not exceed the limit of 50 characters. Note: It’s just for internal use and doesn’t display in PDF invoices, credit notes, quotes or purchase orders.|
|PurchasesDescription||This description will appear in the description field of bills, purchase orders and spend money transactions whenever you use the item. You can add a description using up to 1000 characters.|
|PurchasesUnitPrice||You can enter the price of the item using up to 4 decimal places. It should be in your base currency. If you enter bills on a tax-inclusive basis, enter the price including GST, VAT, or sales tax. Otherwise, enter the price excluding tax. Note: Clickentry does not allow you to use any currency symbols. If you enter a currency symbol or enter a negative value, Clickentry won’t import the price.|
|PurchasesAccount||If you don’t want to track the item then you need to enter the default chart of accounts code for the cost incurred. But if you want to track the item then you can leave it blank because in such a case Clickentry uses the account code from the CostofGoodsSold column on the template.|
|PurchasesTaxRate||You need to enter the exact name of the tax rate in Clickentry for purchases of your inventory items. Even if you are entering a tracked item and you have left the PurchaseAccount column blank, use the tax rate for your CostofGoodsSold account. If you don’t know the purchase tax rate of the item then you can find it on the item’s detail screen.|
|SalesDescription||This description will appear in the description field of bills, purchase orders and spend money transactions whenever you use the item. This description should not exceed the limit of 1000 characters|
|SalesUnitPrice||You can enter the price of the item using up to 4 decimal places. It should be in your base currency. If you create invoices on a tax-inclusive basis, enter the price including GST. Otherwise, enter the price excluding GST. Note: Clickentry does not allow you to use any currency symbols. If you enter a currency symbol or enter a negative value, Clickentry won’t import the price.|
|SalesAccount||You need to select the default chart of accounts code for revenue received upon selling the item. If you require then you can select a different account at the time of entering a purchase.|
|SalesTaxRate||You need to enter the exact name of the tax rate in Clickentry for sales of your inventory items. If you don’t know the sales tax rate of the item then you can find it on the item’s detail screen.|
|InventoryAssetAccount||In case you want to track the item, you need to enter the chart of accounts code you want to use for the item’s asset account. If you use a code that doesn’t exist in the Clickentry then you will get a warning message at the time of importing the file.|
|CostofGoodsSoldAccount||In case you want to track the item, you need to enter the chart of accounts code you want to use for the item’s cost of goods sold account. If you use a code that doesn’t exist in the Clickentry then you will get a warning message at the time of importing the file.|
Import your Inventory Item File
- In the Account menu, select Inventory.
- Click Import.
- Click Choose File.
- Locate and select the file you have saved on your computer.
- Click Save.
Review and Confirm the Inventory Item Import
- Clickentry checks your file and confirms the number of items that will be created or updated. It will also show errors if there is any.
- If there are some errors, open your file and check the row and column mentioned in the error message. You can make changes to correct these errors.
Click on the Import button to finish the import, or click Cancel if you want to make changes in the import file and import it again.