Bulk upload of items into the Inventory

The Bulk upload tool of the Inventory module has been created for a back-end upload of multiple new Inventory items (i.e. not via the user interface of LearningSpace). 
The Excel template downloadable from the Help site (see below), corresponds well with the parameters in the Catalog of the Inventory module.

1. Download the Inventory upload template.  

   IMPORTANT: Only use the excel file downloaded from   LearningSpace Help site.

   In the Excel file,

   • obligatory fields are green
   • strongly recommended fields are yellow
   • optional fields (depending on type) are blue.

   The excel file is case-sensitive.

2. Fill the individual tabs with the necessary data.
   
   

   IMPORTANT:  Follow the sequence of the tabs:

   1. 1. 1. VENDOR
         2. MANUFACTURER
         3. CATALOG
         4. STOCK

   
   
   

   In the Vendor and Manufacturer column of the Catalog tab, only data of Vendors/Manufacturers already added on the Vendor/Manufacturer tab can be used!
   On the Vendor/Manufacturer tab, always add Name, Phone and Address to each Vendor/Manufacturer. Otherwise, other associated data will not be uploaded to the system.
   On the Stock tab, an amount can be added only to items already available on the Catalog tab.
   
   

   For a successful bulk upload of new items, it is optional

   •  to add a Vendor or a Manufacturer
   • to fill in the Stock tab. Without amounts added to an item, the system will still accept them. Later on, you can check-in the necessary amounts via the Inventory module. 

3. Each column on the Catalog tab represents one parameter of an item:
    

   
   
   

   You can type into some of the columns (eg. Name, Vendor) but cannot in others (e.g. Low amount email). In this latter type of cells, you can select from the dropdown:

   • 0 or 1, meaning "NO" or "YES"
   • Category, Maintenance period

   Name, Category →  will be displayed on the Details tab (Edit properties window) of the Inventory Catalog, for each item, after the upload.
   
   Description, Extra Notes → displayed on the Details tab (Edit properties window) for each item:

   
   
   

    Vendor, Manufacturer →  displayed on the respective tabs: Vendor, Manufacturer (Edit properties window) 

   The following parameters will be displayed on the Settings tab of the Edit Properties window of each item.
   
   

   1. Low Amount column: Enter the amount of the item at which Inventory managers should be notified about running low on it, to refill stock.
      

   2. Reserved Status Before Event column: Enter hours (how many hours before the event should the item be in Reserved Status)
      
      

      

   3. Overdue Status After Event column: Enter hours (how many hours after the event should the asset be in Overdue Status) (for Assets only)
      

   4. Maintenance Reference Date column: Enter a date for the beginning of the maintenance cycle (for Assets only)
      

   5. Maintenance period column: Select the frequency of Maintenance from drop-down (DAILY/WEEKLY/MONTHLY) (for Assets only)
      
      

      

      In case of multiple PO numbers (Purchase Order Numbers), the PO Numbers should be separated by a "|" sign ("pipe" - generated with AltGr+W or Shift+"\" ) in the respective column of the Excel sheet.
      This way, the numbers will be listed in the Inventory (Edit Properties window of the item) in separate rows.

      

      
      PO number(s) and Cost will be displayed on the Cost tab of the Edit properties window for each item:
      
      
      
      
4. The accepted date format is the ISO Standard YYYY/MM/DD format.
   
   

5. If using the Stock tab, quantity has to be provided for each selected item (without it, location won't be uploaded!)
   
   Additional quantity can be uploaded to an already existing item in the Inventory.
   
   

   IMPORTANT: In case of Consumables with Expiration Date, the expiration date needs to be provided.
   Without it, its quantity will not be uploaded - but the item itself - with a quantity of '0' will.

   Items with the same location (and Consumables with the same expiration date) entered in different rows will be cumulated, and displayed in the   LearningSpace system in one row.

6. Send the completed excel file to LearningSpace Support (ls-support@cae.com) who will upload it into your LS system.
   
   

   Click here to read a step-by-step EXAMPLE

   In case you wish to add your new Lucina simulator to your  LearningSpace system's Inventory with the help of the bulk upload feature, proceed as follows:

   1. Add Vendor of the simulator, if applicable (and if not yet present) on the Vendor tab

   2. Add Manufacturer of the simulator, if applicable (and if not yet present) on the Manufacturer tab

   3. Enter parameters of the item on the Catalog tab:

   • Name: 'LUCINA', Category: 'ASSET'  (OBLIGATORY)
   • Description, Vendor and Manufacturer  (STRONGLY RECOMMENDED)
   • OPTIONAL:
     • Add Cost and Unit
     • Add how many hours should the simulator be in Reserved Status Before Event and in Overdue Status After Event.
     • Add Maintenance Reference Date and Maintenance period
     • Add Description and Extra notes (if needed)
     • Add PO number

   4. Provide Name, Location and Quantity of the item on the Stock tab

   5. Send the completed excel file to LearningSpace Support (ls-support@cae.com) who will upload it into your LS system.

   IMPORTANT: Do not modify the downloaded excel file by adding or deleting headers or reorganizing columns - or the system will not accept it.