How to upload files in Clearly Inventory

Skip Navigation LinksPages » Support » Help » Inventory File and Table Uploading

Uploading Data Tables

Certain data tables must be uploaded using a more comprehensive upload process. These uploads generally require a batch number, and need to be uploaded to the Clearly Inventory servers for processing (i.e. they don't process 'live' but are stored in a queue and then processed in turn by our server).  By performing uploads in this way, we can eliminate "time-out" errors, check your tables for valid data, and return error files.  The error files allow you to download tables of records that need to be corrected, while the 'good records' are allowed to be uploaded.

This represents a change from how you may be used to uploading files in the past.  Below is a step by step description of how the new process works.

Screenshot of the Clearly Inventory Item Table Upload Page

The "Item Table" upload (ACCOUNT tab > Uploads > Items)

1

It is very important that you download the sample file and use that as the template to populate your data table. It's different than the old format you may be used to. The sample file will have all of the correct column headings and these headings and their positions MUST NOT be altered.

Several columns must be populated with data. These are:

  • "Batch ID" (called "Batch" in the table, this is an arbitrary value created by you.  See below.)
  • "Item Number" (Supplied by you)
  • "Item Group" (must match a value from your item group table)
  • "Default Location" (must match a value from your location table)
  • "Default UOM" (must match a value from your UOM table)
  • Use "Unique Tag" (Value can be a 1, for "yes", or a 0 for "no")
  • The "Default Cost" column must have a zero in it if no value is entered

2"Batch" - You need to create a unique "batch ID" for every file that you upload.  That ID needs to be entered here, and on your table. This ensures that you don't mistakenly load the same file twice, and it allows us to track file uploads for error logging, etc... You can use letters and numbers to create any "batch ID" you like. We recommend using the date, followed by the first initial of the table, and a letter A-Z as a serial number for multiple uploads. For example if today was January 1st, 2012, your batch number might look like this: 010112IA. Repeat the same batch number for every record that you upload, and put that same number in the "Batch Number" field on this page.

3 Once you have your file loaded with data, save it to your computer, and then click the "choose file" button to select the file for upload.

4Once the file is selected, click the upload button. The file will be sent to Clearly Inventory and you will see the word "Processing" in the status column in the "upload history table" below. IMPORTANT: it may take several minutes for your file to get processed. Grab a cup of coffee and click the refresh button. You can also be notified by e-mail when processing is complete.

5Once your table has processed, the status column will update. If everything went well, you'll see the word "Complete" if not you'll see the word "Warning" and an error message. Right click the word "Errors" and choose "Save File As" or "Save Target As" and you can save the file for viewing and editing. Once you edit an error file, assign a new batch number, and delete the last column (titled Error) and follow the above steps to load the corrected table.