How can I import parts receiving / consumption data from a csv file?

Answer: ExpressMaintenance includes the option to import parts receiving records and parts consumption records (work order) from a comma delimited text file (csv). This allows users to utilize portable barcode scanners for recording incoming parts shipment and then easily import the data into the ExpressMaintenance Parts / Receiving data. It also allows users to utilize a portable barcode scanner to record parts consumption on work orders and import the data into ExpressMaintenance Work Order data. A csv file is most commonly created or edited with a spreadsheet application such as Excel but can also be created using external software such as that provided with portable barcode readers and portable computers.

Parts Receiving Data

In order to import parts receiving records, you must have a csv file in a specific format. The file must include a space for each of the following fields of data and they must be in this exact order.  All columns must exist in the import file but data is optional in some columns.

Column Information
Vendor ID optional, must contain Vendor ID or Vendor Name
Vendor Name optional, must contain Vendor ID or Vendor Name
Invoice Number optional but recommended
PO Number optional
Part Number optional, must contain Part Number or Part Description
Part Description optional, must contain Part Number or Part Description
Quantity requires a value
Price optional, can leave blank

The file can actually contain either Vendor ID or Vendor Name or both. The file can also contain Part Number or Part Description or both. In either case there must be a column for both even if one is blank.

The example below includes all fields:

123.01,Big Sky Supply,D342,Air Filter,12,15.99

The example below omits the Vendor Name and Part Name:

123.01,,D342,,12,15.99

Notice that even though the Vendor Name and Part Name is omitted, the comma is still in place to delineate the columns. This must be present in order for the import program to work properly and associate data with the proper columns.

Importing Receiving Records

In order to import receiving records, simply follow the wizard found in the Parts / Receiving screen as shown below:

Select the desired csv file to import and then click Next button.

The data will be read and viewed in a grid. At this point, you can edit or adjust the data as desired. Next, click the Import button to import data.

Once importing is complete the wizard will report the number of receiving records and parts processed. You can view the receiving records in the Parts / Receiving screen by simply closing the wizard.

Parts Consumption Data (work orders)

In order to import parts consumption records, you must have a csv file in a specific format. The file must include a space for each of the following fields of data and they must be in this exact order. The importing of parts consumption records are actually done from the Work Order screen and utilizes the same wizard interface as the parts receiving function except that it expects different fields.

In order to import parts receiving records, you must have a csv file in a specific format. The file must include a space for each of the following fields of data and they must be in this exact order.  All columns must exist in the import file but data is optional in some columns.

Column Information
Work Order required, you must include the work order number
Part Number optional, must contain Part Number or Part Description
Part Description optional, must contain Part Number or Part Description
Price optional, no data required
Cost Center optional, no data required

The file must contain the Work Order Number in order to import into a work order.   The file can actually contain either Part Number, Part Description or both.  In either case there must be a column for both even if one is blank.

The example below includes all fields:

1040,16253,Electric Motor (5hp),1,115.99