CSV import: Inventory Control transactions

You can import Inventory Control transactions by uploading a CSV file, rather than entering them individually in the Inventory Control application.

Build kit transactions are imported using a different template

Download a template

We recommend downloading a new blank template from either an Inventory Control transaction list page or the Company setup checklist, whenever you import information into Sage Intacct. This is important because:

  • Templates are automatically customized based on your company configuration, including dimensions and custom fields you created.
  • Templates can be updated by Intacct at any time, especially when a new version of Intacct is released. This means that an older template might not work.

If you download from a Transaction list page, you don't need any Company permissions.

To download a template from a transactions list page:

Subscription

Inventory Control

User type
  • Business
  • Employee
  • Project Manager
  • Warehouse
Permissions Transaction definitions: Add, Edit, Delete, List, View
Restrictions

Employee, Project Manager, and Warehouse users can only list and view transaction definitions.

You can only add transaction definitions if Inventory Control is configured with Advanced workflows set to true.

  1. Go to Inventory Control > All > Transactions.
  2. Select a transaction type to open an Inventory Control transaction list page.
  3. Select Import. An Import dialog box opens.
  4. Select the Download template link.

To download a template from the Company setup checklist:

Subscription

Company

User type

Business user with admin privileges
Permissions

Company setup checklist: Run

  1. Go to Company > Setup > Configuration > Import data.

    A list of information that you can import appears.

  2. Decide on a type of information to upload, and select the Template link associated with that information.

Prepare a CSV file for import

When you download a template, 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.

For more information about the CSV upload process, including best practices, common errors, and how to upload your CSV file, see Prepare your file for CSV import.

Best practices

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

Download a template from the Company setup checklist or an object list page.

  • Use the latest template, especially following a product release.
  • Use the correct template for the area in which you want to upload information. Different templates organize different types of information. Use a template specifically for the information that you need to upload.
  • Don’t 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. The header descriptions in the template show you how the information should look. For example, the header in the GL Journal Entries template for JOURNAL shows that allows up to four characters, is required, and has no default values. The header in the Reporting Periods template shows that the STATUS only allows the values 1 or 2, which correlates to True and False, and is not a required field.
  • Enter required information. Some data is required, while other data is not. Read the description field to determine which information is required. Required information is necessary for your upload to succeed.

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. Leave the file open until your import is successful. Excel can sometimes reformat the file if you close it before the import is successful.

About importing Purchasing transactions

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 there are no leading or trailing spaces in any field (not just memos). Leading and trainling spaces may 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, press the space bar once. 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 suppliers.

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 supplier or customer, or having the upload fail.

If you reference a supplier, 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 particular supplier, if the supplier does not already exist as a supplier in Intacct before your upload, your upload will fail.

This does not apply when creating new customers or suppliers 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 are unsure whether ISO codes are enabled, check with your administrator or test a sample import to confirm the required format.

Import a CSV file

Now that you've entered your data and looked through it for any of the common issues imports can have, you’re ready to import your file to Intacct.

To import your CSV file:

  1. Go to Company > Setup > Configuration > Import data.

  2. Find the information type that you want to import, and select the corresponding Import link.

  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, Sage 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 verify them manually.

Import offline

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.

Import errors occur when you try to import information that doesn’t match the requirements of the template. Each template has a set of required information you must enter to import the file successfully, and formats to follow for certain kinds of information. 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.

For more information about the CSV upload process, read Prepare your file for CSV import.

About importing Inventory Control transactions

Number of transactions

If you have more than 500 transactions and the import, either online or offline fails, check the batch frequency for the transaction definitions that are associated with the imported transactions. It's recommended that the Summary frequency on the Documents configuration tab of the Order Entry configuration page be set to Each document when importing a large number of transactions.

Serial numbers

The Inventory Control transaction import template contains the options to add serial numbers for items.

If you are importing an item that is serialized, then the serial number columns must be populated, taking the following into consideration:

  • There can only be one unit per Serial Number.
  • To add a serial number, you must use the SERIALNO field.

  • Use COMPONENTID to specify the Item ID of a child of a kit that has a serial number assigned to it.

  • Aisle, row, and bin information is optional in the AISLEID, ROWID, and BINID columns.
  • The expiration date (EXPIRATION) is optional.
  • There can be multiple units per Lot Number (LOTNO).
  • Lot tracking can have multiple units in a given lot. Use the TRACK_QUANTITY column to define the quantity.
    • For example: The total quantity of the line is 10 units, but 6 units are in LOTNO Apple and 4 units are in LOTNO Banana. The 6 and 4 are defined in the TRACK_QUANTITY field.

For more information about importing serial numbers, see CSV import: Serial numbers.

Field descriptions

The field definitions in your template 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.

You can reorder the columns of your CSV file for ease of use. However, the column header must contain the field name exactly as it appears in the original template.

If you downloaded a template from the Company Setup Checklist or an object list page, your template contains the headers and dimensions that are specific to your company. The headers in a standard template might not contain field definitions specific to your company.

To import dimension values, enter information in the appropriate dimension column of the import spreadsheet. Otherwise, no information appears for that dimension.

If you relabeled any dimensions (see Terminology for more information), your dimension name does not appear in the CSV template, but the original Intacct dimension name does.

When importing data, names in the FIELD column may differ from terminology used in your location. For information on terms that may differ in your location, see Terminology across locales.

Field Name: DONOTIMPORT

#

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

Field Name:

TYPE

UI Field Name:

Type

Type:

Character

Length:

30

Default Value:

None

Valid Values:

Alphanumeric and underscore

Dependencies:

Refers to a valid template name

Required:

Yes

Editable:

No
Field Name: DATE

Field Name:

DATE

UI Field Name:

Date

Type:

Date

Length:

 

Default Value:

None

Valid Values:

Date

Dependencies:

None

Required:

Yes

Editable:

No
Field Name: DOCUMENTNO

Field Name:

DOCUMENTNO

UI Field Name:

Document Number

Type:

Alphanumeric

Length:

45

Default Value:

None

Valid Values:

Alphanumeric

Dependencies:

None

Required:

Yes, if you do not have auto-numbering enabled in your transaction definition

Editable:

No
Field Name: REFERENCENO

Field Name:

REFERENCENO

UI Field Name:

Reference Number

Type:

Alphanumeric

Length:

100

Default Value:

None

Valid Values:

Alphanumeric

Dependencies:

None

Required:

No

Editable:

Yes
Field Name: MESSAGE

Field Name:

MESSAGE

UI Field Name:

Message

Type:

Alphanumeric

Length:

1000

Default Value:

None

Valid Values:

Alphanumeric

Dependencies:

None

Required:

No

Editable:

No
Field Name: STATE

Field Name:

STATE

UI Field Name:

Transaction Status

Type:

Character

Length:

 

Default Value:

Draft

Valid Values:

Draft, Pending, and Closed

Dependencies:

None

Required:

Yes

Editable:

Yes
Field Name: LINE

Field Name:

LINE

UI Field Name:

 

Type:

Number

Length:

 

Default Value:

None

Valid Values:

Number

Dependencies:

None

Required:

Yes

Editable:

No
Field Name: ITEMID

Field Name:

ITEM_ID

UI Field Name:

Item ID

Type:

Character

Length:

30

Default Value:

None

Valid Values:

Alphanumeric and underscore

Dependencies:

Refers to a valid item ID

Required:

Yes

Editable:

Yes
Field Name: ITEMDESC

Field Name:

ITEMDESC

UI Field Name:

Item Description

Type:

Character

Length:

100

Default Value:

None

Valid Values:

Alphanumeric and underscore

Dependencies:

None

Required:

No

Editable:

Yes
Field Name: WAREHOUSEID

Field Name:

WAREHOUSEID

UI Field Name:

Warehouse

Type:

Character

Length:

30

Default Value:

None

Valid Values:

Alphanumeric and underscore

Dependencies:

Must refer to a valid warehouse

Required:

Yes, if the item type is Inventory or Stockable Kit

Editable:

Yes
Field Name: QUANTITY

Field Name:

QUANTITY

UI Field Name:

Quantity

Type:

Numeric

Length:

8

Default Value:

None

Valid Values:

Integer

Dependencies:

None

Required:

Yes

Editable:

Yes
Notes

You can't have a negative quantity if the Item type is set to Inventory, Kit, or Stockable kit.

Kit, however, CAN be negative if Inventory s not subscribed.

Kit cannot be negative if Inventory is subscribed.
Field Name: UNIT

Field Name:

UNIT

UI Field Name:

Unit

Type:

Character

Length:

N/A

Default Value:

Count

Valid Values:

Count, Length, Time, Volume, Weight, etc.

Dependencies:

Valid unit

Required:

Yes

Editable:

Yes
Field Name: PRICE

Field Name:

PRICE

UI Field Name:

Cost

Type:

Numeric

Length:

10,2

Default Value:

0

Valid Values:

Decimal

Dependencies:

None

Required:

No

Editable:

Yes
Field Name: DEPARTMENTID

Field Name:

DEPARTMENTID

UI Field Name:

Department

Type:

Alphanumeric

Length:

20

Default Value:

None

Valid Values:

Alphanumeric

Dependencies:

None

Required:

No

Editable:

No
Field Name: LOCATIONID

Field Name:

LOCATIONID

UI Field Name:

Location

Type:

Character

Length:

20

Default Value:

None

Valid Values:

An existing valid location

Dependencies:

None, except in shared multi-entity companies with multiple base currencies; the LOCATION_ID must use the same currency as the BASECURR field.

Required:

No

Editable:

Yes, if the transaction is not partially or fully paid, or partially or fully converted.

Notes:

In shared multi-entity companies with multiple base currencies, LOCATION_ID must be in an entity that uses the same base currency as BASECURR.
Field Name: SUB_LINE_NO

Field Name:

SUB_LINE_NO

UI Field Name:

 

Type:

Number

Length:

 

Default Value:

None

Valid Values:

Number

Dependencies:

None

Required:

Yes, if you have subtotals for your transaction

Editable:

Yes
Note: Usually subtotals are auto-calculated.
Field Name: SUBDESC

Field Name:

SUBDESC

UI Field Name:

Description

Type:

Alphanumeric and underscore

Note:

Must match the description available in your subtotals
Field Name: ABSVAL

Field Name:

ABSVAL

UI Field Name:

Transaction Value

Type:

Numeric

Length:

10,2

Default Value:

0

Valid Values:

Decimal

Dependencies:

None

Required:

No

Editable:

Yes
Field Name: PERCENTVAL

Field Name:

PERCENTVAL

UI Field Name:

Percent

Type:

Character

Length:

3.2

Default Value:

None

Valid Values:

Numbers

Dependencies:

None

Required:

No

Editable:

Yes
Field Name: SUBLOCATIONID

Field Name:

SUBLOCATIONID

UI Field Name:

Location

Type:

Character

Length:

20

Default Value:

None

Valid Values:

An existing valid location

Dependencies:

None, except in shared multi-entity companies with multiple base currencies, the LOCATION_ID must use the same currency as the BASECURR field

Required:

No

Editable:

Yes, if the AP supplier invoice is not partially or fully paid

Notes:

In shared multi-entity companies with multiple base currencies, LOCATION_ID must be in an entity that uses the same base currency as BASECURR.
Field name: SUBDEPARTMENTID

Field Name:

SUBDEPARTMENTID

UI Field Name:

Department

Type:

Alphanumeric

Length:

20

Default Value:

None

Valid Values:

Alphanumeric

Dependencies:

None

Required:

No

Editable

No
Field name: INVDOCUMENTENTRY_CLASSID

Field Name:

INVDOCUMENTENTRY_CLASSID

UI Field Name:

Class

Type:

Alphanumeric

Length:

20

Default Value:

None

Valid Values:

Alphanumeric

Dependencies:

Refers to a valid class

Required:

No

Editable

No
Note: Used on the line item.
Field name: INVDOCUMENTENTRY_PROJECTID

Field Name:

INVDOCUMENTENTRY_PROJECTID

UI Field Name:

Project

Type:

Alphanumeric

Length:

20

Default Value:

None

Valid Values:

Alphanumeric

Dependencies:

Refers to a valid project

Required:

No

Editable:

No
Note: Used on the line item.
Field Name: INVDOCUMENTENTRY_CUSTOMERID

Field Name:

INVDOCUMENTENTRY_CUSTOMERID

UI Field Name:

Customer

Type:

Alphanumeric

Length:

20

Default Value:

None

Valid Values:

Alphanumeric

Dependencies:

Refers to a valid customer

Required:

No

Editable:

No
Note: Used on the line item.
Field Name: INVDOCUMENTENTRY_EMPLOYEEID

Field Name:

INVDOCUMENTENTRY_EMPLOYEEID

UI Field Name:

Employee

Type:

Alphanumeric

Length:

20

Default Value:

None

Valid Values:

Alphanumeric

Dependencies:

Refers to a valid employee

Required:

No

Editable:

No
Note: Used on the line item.
Field Name: INVDOCUMENTENTRY_VENDORID

Field Name:

INVDOCUMENTENTRY_VENDORID

UI Field Name:

Supplier

Type:

Alphanumeric

Length:

20

Default Value:

None

Valid Values:

Alphanumeric

Dependencies:

Refers to a valid supplier

Required:

No

Editable:

No
Note: Used on the line item.
Field Name: BASECURR

UI Field Name:

 Base currency

Type:

 Character

Length:

3

Valid Values:

 A valid Currency And Format Setup

Required:

 No
Field Name: ADJDOCID

UI Field Name:

 Link to existing transaction to adjust

Type:

 Alphanumeric

Length:

60

Default Value:

 None

Valid Values:

 Alphanumeric

Dependencies:

 Must refer to a valid purchasing or inventory control transaction that has a Quantity & Value or Value-only inventory effect. The transaction definition for the inventory adjustment transaction must have a Value-only inventory effect.

Required:

 Yes, only if you are adjusting the value of FIFO/LIFO items

Editable:

 No
Field Name: MEMO

UI Field Name:

 Memo

Type:

 Character

Length:

 400

Required:

 No
Field Name: COMPONENTID

Field Name:

 COMPONENTID

Required:

 Yes, when a Kit has a child component that has either serial numbers or lots.
Notes:

Specifies the Item ID of a child of a kit that has a serial number or Lot assigned to it.
Field Name: TRACK_QUANTITY

Field Name:

 TRACK_QUANTITY
Required: Yes, if Items have lots.
Notes:

Lot tracking can have multiple units in a given lot. Use the TRACK_QUANTITY column to define the quantity.

For example: The total quantity of the line is 10 units, but 6 units are in LOTNO Apple and 4 units are in LOTNO Banana. The 6 and 4 are defined in the TRACK_QUANTITY field.
Field Name: SERIALNO

Field Name:

 SERIALNO
Required: Yes, if you are importing an Item that's serialized.
Notes: If you are importing an Item that's serialized, then the serial number columns should be populated. There can only be one unit per Serial Number.
Field Name: AISLEID

Field Name:

 AISLEID
Required: No
Dependencies: Must be part of a valid Warehouse.
Notes: Used to designate an aisle.
Field Name: ROWID

Field Name:

 ROWID
Required: No
Dependencies: Must be part of a valid Warehouse.
Notes: Used to designate a row.
Field Name: BINID

Field Name:

 BINID
Required: No
Dependencies: Must be part of a valid Warehouse.
Notes: Used to designate a bin.
Field Name: LOTNO

Field Name:

 LOTNO
Required: No
Notes: Lot tracking can have multiple units in a given lot. The units are defined as the quantity in TRACK_QUANTITY.
Field Name: EXPIRATION

Field Name:

 EXPIRATION
Required: No
Notes: Used to designate the expiration date of the item.
Field Name: INVDOCUMENTSUBTOTALS_PROJECTID

Field Name:

 INVDOCUMENTSUBTOTALS_PROJECTID
Required: No
Notes:

Used to designate the project ID on an AR sales invoice document.
Field Name: INVDOCUMENTSUBTOTALS_CUSTOMERID

Field Name:

 INVDOCUMENTSUBTOTALS_CUSTOMERID
Required: No
Notes:

Used to designate Customer ID on an AR sales invoice document.
Field Name: INVDOCUMENTSUBTOTALS_VENDORID

Field Name:

 INVDOCUMENTSUBTOTALS_VENDORID
Required: No
Notes:

Used to designate Supplier ID on an AR sales invoice document.
Field Name: INVDOCUMENTSUBTOTALS_EMPLOYEEID

Field Name:

 INVDOCUMENTSUBTOTALS_EMPLOYEEID
Required: No
Notes:

Used to designate Employee ID on an AR sales invoice document.
Field Name: INVDOCUMENTSUBTOTALS_CLASSID

Field Name:

 INVDOCUMENTSUBTOTALS_CLASSID
Required: No
Notes:

Used to designate Class ID on an AR sales invoice document.
Field Name: INVDOCUMENTSUBTOTALS_ITEMID

Field Name:

 INVDOCUMENTSUBTOTALS_ITEMID
Required: No
Notes:

Used to designate Item ID on an AR sales invoice document.