CSV import: Inventory item conversion template

If your organization has been using Sage Intacct and is now ready to implement the Inventory Control application, you can upload a CSV file to convert existing non-inventory items into inventory items.

Converting items is meant to be completed as a one-time process in the context of implementing Inventory Control. Downloading and preparing the CSV template and then uploading the CSV file needs to occur in a particular sequence in the set of implementation tasks. Learn about the steps to convert items and the importance of their order.
Subscription

Inventory
User type

Business with administrative privileges

About item conversion

Use the CSV file to identify which of your existing items you want to convert into inventory items. You can also designate a new cost method or use the default cost method for the converted items.

After you prepare the import CSV file, at the appropriate step in the item conversion process, you'll use Upload in the Convert Items section of the Configure Inventory Control page to import the file. When you upload the CSV file, Intacct changes the identified items to inventory items and updates the cost method to the one specified, or the default cost method.

Download a template from Configure Inventory Control

Download a new blank template from the Configure Inventory Control page.

  1. Go to Inventory Control > Setup > Configuration.

  2. In the Convert items subsection in the Enable functionality section, select the Template button.

The template is automatically downloaded.

Prepare the CSV file for import

When the template it downloaded, the correct headers are in the template already. All you have to do is fill in the columns with your data, save it as a CSV file, and upload the file. The header titles in the template you download correlate to fields in Intacct. Incorrect header titles will cause an upload error.

Best practices

The following best practices will help you prepare your CSV file for upload.

  1. Download the latest template from the Configure Inventory Control page.

  2. Use the column descriptions as a guide to entering information.

    • Do not change the titles in the header row.

      The header titles correlate to fields in Intacct. Incorrect header titles will cause an upload error. When you download a template from the Company Setup Checklist, the correct headers are in the template.

    • Read the header descriptions in the template.

      The header description is the cell under the header row that explains what type of information is accepted for each column. If you enter information in the wrong format, or with an incorrect accepted value, it will cause an error in your upload.

    • Enter required information.

      Some data is required, while others are not. Read the description field to determine which information is required. If you do not enter required information, your upload will fail.

  3. Save the file as a comma-separated value, or CSV, file. If saving from Excel, you could choose the comma delimited file type.

The file will have the file extension .csv after you save it.

Avoid common import errors

Intacct recommends following these guidelines to avoid import errors.

In Microsoft Excel:

  1. Select all cells.
  2. Right-click the cells and select Format Cells.
  3. On the Number tab, select Text and then select OK.
  4. Save the file.

The short date format is formatted like this: 3/15/2021

In Microsoft Excel:

  1. Select a column of dates.
  2. Right-click the column and select Format Cells.
  3. On the Number tab, select Date and select the short date format.
  4. Save the file.

While spaces within memo fields are allowed, make sure that there are no leading or trailing spaces in any field (not just memos). Leading and trailing spaces might cause import errors. For all other fields, remove unnecessary spaces at the start or end of the data.

In Microsoft Excel:

  1. Select a range of cells.
  2. On the Home tab, in the Editing group, select Find & Select and select Replace.
  3. In the Find what box, enter one space. Leave the Replace with box blank.
  4. Select Replace All. A prompt opens telling you how many spaces have been removed.
  5. Save the file.

Commas are used to separate fields in CSV files.

To prevent data from shifting into the wrong columns, avoid using commas in numeric and text fields.

If you must include a comma in a text field, always surround the field with double quotes, for example "Smith, John".

Headers in your CSV file must match the template exactly, including spelling, capitalization, and spacing. Even small changes (such as adding a space or changing a letter’s case) will cause the import to fail. Always use the official template provided by Sage Intacct.

ID fields must contain exact references to customers or vendors.

ID fields must match exactly, including capitalization. For example, ven100 and VEN100 do not match.

Enter the ID exactly as it appears in Intacct or you run the risk of matching transactions to the wrong vendor or customer, or having the upload fail.

If you reference a vendor, customer, term, budget, etc., in a CSV file, whatever you’re referencing must already exist in Intacct.

For example, if you’re uploading transactions for a vendor, that vendor must already exist in Intacct before you start the upload. If the vendor does not exist, the upload will fail.

This does not apply when creating new customers or vendors using the import process.

For more information about to correctly number line items, see CSV import: Line number examples.

For fields with predefined valid entries (such as True/False), use initial capitalization. For example True, not TRUE or true. IDs require exact case matches, while predefined entries require initial capitalization.

If your import template contains a country field, for example for an address, make sure that this field has an entry.

If your company has enabled ISO country codes, you must specify the country code in the country field for each record. If you’re unsure whether ISO codes are enabled, check with your administrator or test a sample import to confirm the required format.

Import the CSV file from Configure Inventory Control

At the appropriate step in the item conversion process, import the CSV file from the Configure Inventory Control page.

  1. Go to Inventory Control > Setup > Configuration.

  2. In the Convert items subsection in the Enable functionality section, select Upload.

  3. In the Import Company Information dialog, set the following and select Import:

    Import file option descriptions
    Option Description

    Browse

    Use the Browse button to locate and select the CSV file you want to import.

    Date format

    When you select a date format here, Sage Intacct attempts to import your file using the selected date format. If Intacct can’t import your file with the selected date format, it attempts to discover the date format used in your file and import the data using that date format.

    File encoding

    Leave this option set to "auto-detect" unless you're unable to import your file. Depending on your operating system, you may need to select a different type of file encoding.

    Process offline

    Some imports can take considerable time, depending on their size and how much processing the system must do on the uploaded data. If you're not sure how much time your upload will take, select Process offline. When the system completes the process, it sends an email to the address you provide in the Email results to this address field. The system also sends you any errors that may have occurred in the process. If you prefer to wait until the upload process is complete, don’t select the Process offline checkbox.

    Transactions and other records that are processed offline show a source of System in the audit trail, instead of CSV import.

    Email results to this address

    Email address to which import results and errors should be sent. You can enter multiple email addresses, separated by a semicolon (;) or comma (,).

    Sage Intacct highly recommends entering an email address.

After an import, Intacct informs you if the import was successful and how many records were imported.

In a completely successful import, the confirmation page lets you verify all the records in your original file were, in fact, successfully imported without having to manually verify them.

Offline CSV imports

Some imports can take considerable time, depending on their size and how much processing Intacct must do to the data. When in doubt, select Process offline on the import utility page.

When the offline process is complete, Intacct sends an email to the address you entered in the Import Company Information dialog (where you imported your file).

Intacct recommends that you select Process offline when importing CSV files, and provide your email address. If your import fails, you’ll always be notified, and the failed records are sent to your email.

Handle errors

If you experience import errors, review the importing tips and common errors above.

Import errors occur when you try to import information that does not match the requirements of the template. Read the descriptions in the template to determine the most accurate way to enter your data.

If individual transactions are in error, the rows in the transaction that are in error are saved in a CSV file for you along with an error code for each row. Check your email for information about specific errors. See Find and fix CSV import errors for more information.

Field descriptions

The following field definitions help explain what type of information is required for each field, and how to enter valid information. It's always a good idea to read the field definitions before making entries.

Field Name: DONOTIMPORT

#

Any row that starts with # is ignored during import.
Field Name: ITEM_ID

UI Field Name:

 Item ID

Type:

 Character

Length:

 30

Default Value:

 None

Valid Values:

 Alphanumeric and underscore

Dependencies:

 Must refer to a valid Item ID with an item type of Non-inventory, Non-inventory (purchase only), Non-inventory (sales only), or Kit

Required:

 Yes

Editable:

 Yes

Notes:

 This CSV file does not create new items; it only converts existing items to have an item type of Inventory (or Stockable Kit if being converted from a Kit)
Field Name: COST_METHOD

UI Field Name:

 Cost method

Type:

 Character

Length:

  

Default Value:

  

Valid Values:

 Standard, Average, FIFO, LIFO, or leave blank.

Dependencies:

 Enable multiple cost methods on the Configure Inventory Control page must be selected if you define anything other than the default cost method.

Required:

 No

Editable:

 No

Notes:

 If left blank, the value of Default cost method on the Configure Inventory Control page is used.