Import inventory
Bring your existing parts list into SparesHaven.
Import an existing inventory from Excel or CSV, map your spreadsheet columns to SparesHaven, validate the data, review the records, and confirm the import when you are ready.
Getting started
Open Import Parts
Open Inventory, then choose Manage and Import Parts.
The import workflow takes you through five stages: Upload, Map columns, Validate, Review, and Import.
You can move through the preparation and checking stages without changing your inventory. Parts are added only after you reach the final Import stage and confirm that you want to proceed.
Your inventory is not changed during preparation
Uploading a spreadsheet, mapping its columns, and validating its records do not add anything to your inventory. You remain in control of when the final import takes place.
Preparation
Prepare your spreadsheet
SparesHaven supports Excel (.xlsx) and CSV (.csv) files. The maximum file size is 10 MB.
A single import can contain up to 5,000 inventory rows. If your parts list contains more than 5,000 rows, split it into smaller files and import each batch separately.
Your spreadsheet can contain columns for the inventory information you already maintain. SparesHaven will let you decide which spreadsheet column corresponds to each supported inventory field during the mapping stage.
File types
Excel (.xlsx) and CSV (.csv)
Maximum file size
10 MB per file
Maximum rows
5,000 inventory rows per import
Description is required
Every imported part needs a description. Other information can be included where it is relevant to the inventory records you want to create.
Upload
Upload your file
Choose the Excel or CSV file containing the parts you want to import. SparesHaven checks the file before moving you into the mapping stage.
Files that exceed the supported limits cannot continue through the import. If a spreadsheet contains more than 5,000 inventory rows, divide the list into smaller batches and upload them separately.
Uploading the file only starts the import workflow. No part records are created at this stage.
Column mapping
Map spreadsheet columns
After upload, SparesHaven lets you map the columns in your spreadsheet to the corresponding inventory fields.
Common column names are recognised where possible, but you can review the suggested mapping before continuing. This means your spreadsheet does not need to use exactly the same column headings as SparesHaven.
Supported import fields include:
Review the mapping before validating
Check that each spreadsheet column is connected to the intended SparesHaven field. A correct mapping helps ensure that values such as quantities, locations, vendor information, and descriptions are interpreted correctly.
Validation
Validate your inventory
Validation checks the imported records before anything is written to your inventory.
SparesHaven checks required descriptions, part-number rules, duplicate part numbers, numeric inventory values, vendor and category information, criticality, and units of measure.
The validation summary shows the total number of rows together with how many are ready and how many contain errors, warnings, or duplicates.
Total rows
The inventory rows included in the import.
Ready
Records that have passed validation.
Errors
Records containing problems that prevent import.
Warnings
Items that require your attention during review.
Duplicates
Duplicate part numbers detected in the import.
Automatic part numbering is supported
If your workspace uses automatic part numbering, part numbers can be left blank in the spreadsheet and SparesHaven will generate them during the import. If your workspace allows manual part numbers, you can provide your own unique values.
Corrections
Fix validation problems
When SparesHaven finds a problem, the validation results identify the affected record and explain what needs attention.
Quantities such as current stock, minimum stock, maximum stock, reorder quantity, and lead time must contain valid non-negative whole numbers when supplied. Unit price must be a valid number of zero or greater.
Supplied part numbers must be unique. SparesHaven detects duplicate part numbers within the spreadsheet as well as part numbers that already exist in the workspace.
If your workspace uses automatic numbering and a supplied part number already exists, remove that part number from the spreadsheet to allow SparesHaven to generate one, or replace it with a unique part number where manual numbering is permitted.
Criticality
Accepted values are low, medium, high, and critical.
Unit of measure
Accepted values are each, box, pack, set, roll, metre, litre, and kg.
Correct errors before continuing
Rows containing validation errors cannot be imported until the problems have been corrected. Update the source data as needed and work through validation again before proceeding to Review.
Review
Review the import
Once validation succeeds, continue to Review to inspect the records before committing them to your inventory.
Large imports are divided into manageable pages rather than displaying thousands of records at once.
You can return to earlier stages if you need to change the file, mapping, or other import information before proceeding.
Review is still safe
Reaching the Review stage does not add the records to your inventory. You still need to proceed to the final Import step and confirm the operation.
Import
Import your parts
When you are satisfied with the validated records, continue to the final Import step.
SparesHaven asks for final confirmation before the records are written to your inventory. This is the point at which the import becomes permanent.
After the import completes, the success screen shows how many parts were imported, how many automatic part numbers were generated, and how many manual part numbers were used.
Import only when you are ready
The earlier stages are designed to let you prepare and verify the data safely. Your inventory changes only after you explicitly confirm the final import.
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