Purpose Statement

This article explains how to import multiple inventory items into the system using a CSV file. It is intended to help users add or update inventory records in bulk while reducing manual entry and improving data accuracy.

Background Information

The Inventory Import feature allows agencies to upload multiple inventory items at one time rather than creating each item individually. This process is commonly used during initial setup, large inventory updates, and data migration efforts. During import, the system validates the file contents and identifies any rows that contain errors. Valid rows can still import successfully even when other rows fail.

Required Permissions

Users should have access to the Assets Module and permission to create or edit inventory within Inventory Management. Importing inventory is typically performed by users in an administrative, supervisor, or data management role.

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Step-by-Step Guide

1. Navigate to the Inventory List

• Go to the Assets Module and select Setup.
• Next Select Inventory then Inventory List.

2. Open the Import Option

• Select the Actions Chevron, then click Import CSV.

3. Download the Inventory Import Template (Optional)

• Use the template as a starting place to view how inventory data points map during import.
• Update the import template as needed and re-upload for import.

4. Complete CSV File Data Entry

• Enter inventory data into the appropriate columns in your CSV file. 
• Ensure all required fields are completed and remove any example or placeholder rows before saving the file in .csv format.

5. Upload the CSV File

• Select Import once the proper file has been selected.
• The system will review and map all applicable data fields while creating inventory items.

6. Address Inventory Duplicates (If Necessary)

• If duplicate inventory items are identified (based on the Name field), the system will prompt you to choose how to proceed
• Select Update to add quantities to existing inventory items (this will not overwrite existing data)
• Select Reject to skip duplicate rows while continuing to import new inventory items
• Select Cancel to stop the import process without making changes
• A file named DuplicatesInventoryItems.csv will automatically download, allowing you to review which items were flagged as duplicates

7. Verify Inventory Import Accuracy

• A confirmation will appear in the lower left corner of the amount of inventory items imported or updated. 
• Verify inventory items were imported correctly by navigating the Inventory List.

8. Review Failed Import Rows

• If any inventory items are not imported, the system will download a file named "NotImportedInventories.csv" to your local downloads. 
• Open this file and review the far right column, which displays the reason the row failed to import. 
• Use that error message to correct the issue in your original CSV file, then reattempt the import. 

Best Practices

Confirm that all referenced locations and sub-locations already exist in the system before importing inventory. Use consistent naming conventions to reduce duplicate item creation. Review required fields carefully before upload, and enter all True/False values intentionally since blank values may default during import. When working with a large dataset, it is helpful to test a smaller batch first.

Troubleshooting & FAQs

Why did my inventory import fail?
One or more rows in the CSV contain invalid or unmatched data. Review the downloaded "NotImportedInventories.csv" file and check the far right column for the specific error message.

What does “Station does not exist” mean?
This means the station listed in that row does not match a station currently configured in your system. Verify the station name and confirm it already exists before importing again.

Will valid rows still import if some rows fail?
Yes. Rows with valid data can still import successfully even if other rows fail.

Can the import create new stations, apparatus, compartments, storage locations, kits, or pouches?
No. These locations and sub-locations must already exist in your account before inventory can be imported into them.

What happens if a True/False field is left blank?
Any True/False field left blank in the CSV may default to False during import.