Introduction:
Managing inventory accurately is crucial for any business. ServiceBox provides a user-friendly feature for importing and exporting inventory data. ServiceBox provides a comprehensive solution for inventory management, offering tools to import, organize, and track inventory items seamlessly. This step-by-step guide outlines the process of importing inventory items into ServiceBox, facilitating easy setup and maintenance of your inventory database.
Accessing the Inventory Section:
Navigate to the Inventory section of your ServiceBox site by clicking on the corresponding link in the main menu, located on the left-hand side of the site interface.
Exporting Inventory Data:
To initiate the import process, begin by exporting a spreadsheet from the Inventory section. Click on the "EXPORT TO EXCEL" button at the bottom of the screen to generate the export file.
Preparing the Spreadsheet for Import:
Once you have the exported spreadsheet, it serves as the template for importing inventory items.
The system will generate an Excel file for you titled "ServiceBox Inventory item workbook" (If in Protected View, click on “Enable Editing”).
Copy and paste the relevant information into this spreadsheet for import. If you're transferring data from another source, create a second tab in the spreadsheet to preserve the original data.
Formatting the Spreadsheet:
We suggest if you are exporting a list of "Inventory" Items from your accounting Software - or not/another source too - that you copy and paste the original information from the "accounting spreadsheet" into a second tab of the spreadsheet workbook so that you do not manipulate the original data you are using.
Rearrange the columns in your "accounting items spreadsheet" (2nd tab) to mirror the columns "B through H" in the "ServiceBox Inventory's exported spreadsheet"
Add any columns necessary to your accounting item spreadsheet to provide the same column set to enact a "copy and paste of all items from these columns "B through G" which should be identical to the "B through H columns.
IGNORE COLUMN "A" of the ServiceBox spreadsheet- YOU WILL NOT BE COPYING ANY DATA INTO THIS COLUMN. SSYSTEM WILL GENERATE id IN THIS COLUMN.
Copying and Pasting Data:
Select the data range in your formatted spreadsheet, from the bottom of the data to the top of the "Item Number" column. Right-click and choose "copy." Navigate to the ServiceBox Exported spreadsheet and paste the data under the corresponding column, starting with the next available cell.
Assigning Item Numbers:
You may not have "Item Numbers" (column B) in your source spreadsheet, but you need them in ServiceBox. Assign item numbers sequentially to ensure each item is uniquely identified. Start with a numbering convention (e.g., 1001, 1002, 1003) or follow existing numbering schemes from your source document.
Long description:
If you do use and have a "Long Description" in a column for items in the spreadsheet you are sourcing from, include "column I"
Quantity At Location Head Office:
If you have a column in your source spreadsheet for Quantity on Hand, include column J/"Quantity At Location Head Office"
If you have already set up your ServiceBox site with multiple Inventory locations, add the required number of columns in your source spreadsheet to equal exactly the exported "ServiceBox Inventory spreadsheet" columns, with headings as shown.
Verifying Data Integrity:
Check the entire ServiceBox Export/Import spreadsheet to ensure every item line has both an item number and a description. Add or delete items as necessary to maintain data integrity.
Once you've rearranged your source spreadsheet (second tab) as directed, navigate to the bottom of the spreadsheet. Left-click-and-hold on the cell of the furthest column containing the data you wish to import. Drag your mouse up to the top of the "Item Number" column and release to highlight the desired data.
Next, right-click and select "copy." Proceed to the cell under the "Item Number" column in the ServiceBox Exported spreadsheet (original tab) where you wish to paste the data. Click on the cell, and then press the "Enter" key on your keyboard.
You must have an Item Number and a Description for every item line in the spreadsheet for the upload to be successful. Please check entire ServiceBox Export/Import spreadsheet and confirm. Add or Delete items as necessary.
Save and close the ServiceBox Export/Import spreadsheet. I
Importing Data into ServiceBox:
In the Inventory section of your ServiceBox site, click on the "Import from Excel" button at the bottom. Select the saved export/import file and click the "Import" button to initiate the upload process.
The upload may take 10 - 15 minutes but it may only take a few minutes if it is a small upload (1,000 - 2,000 items) depending on connection speed.
Managing Inventory Items:
After the import process completes, you can manage your inventory items list, quantities, reorder points, and transfer items between locations within ServiceBox.
Further Inventory Management Tasks:
For ongoing inventory management, you can add new items, edit existing ones, view allocations, and delete items as needed. Additionally, generate an Excel file titled "ServiceBox Inventory Workbook" for future modifications or updates to your inventory database.
For more detailed instructions, you can refer to the Inventory User Guide provided by ServiceBox, Inventory User Guide