Exporting, Importing and Renumbering Inventory Items

Exporting, Importing and Renumbering Inventory Items

This help file outlines how to use Microsoft Excel to carry out maintenance on inventory items in COSTAR. Using Excel can make it easier to make bulk changes rather than having to bring up individual items in Item Maintenance.

Note: Only people confident in Microsoft Excel should attempt to follow this document.

Exporting Products to Excel 

Follow these steps to export the COSTAR Product information to MS Excel

  • From Costar click on Inventory>>Inventory Reports>>Operating Reports>>Product List
  • Click on New
  • Type an appropriate description if required
  • Select relevant selections (e.g. if you only want to export the product types from 1 particular manufacturer select that manufacturer in Manufacturers in the Selections)

       

 

  • Click Ok
  • Click on the Down Arrow just to the right of the Prepare button and click Prepare and Export

       

 

An Excel spreadsheet will now open with the items that were selected in the report properties. The following fields can be changed on the spreadsheet (ones with an * are mandatory fields):

  • Type*
  • Branch
  • Item*
  • Description*
  • Size
  • Manufacturer
  • Supplier*
  • SupplierItem
  • Cost
  • Price1, Price2, Price3, Price4, Price5, Price6, Price7, Price8, Price9, Price10

 Make the necessary changed to the spreadsheet and save it (please take not of where the file has been saved as you will need to know this when importing it)

 

Importing Products from Excel

After adjusting the spreadsheet needs to be imported back into COSTAR to update the changes.

  • From Costar click on Settings>>Import Wizard
  • Scroll down and click on Inventory Items
  • If multi branched, select the appropriate branches to update

       

  • If simply updating items select Update but do not Append. If adding new items then select Append to and update existing data.
  • Click on Next
  • Click Browse...and select the spreadsheet that is to be imported
  • Click on Next
  • Costar will now validate the items to be imported and list any errors (if any). Click Next
  • Costar now performs the import. Click OK and the import is now finished

 

Bulk Renumbering of Inventory Items

Suppliers occasionally renumber their items. It can be a timely process to renumber all of your items via Item Maintenance so there is a method of renumbering using Microsoft Excel.

  • Following the instructions above, export to Excel the items that you need to renumber
  • Delete all but the Item number column
  • Change the column header from Item to OldNumber
  • Create a new column for NewNumber
  • In the NewNumber column enter the new product number for every item that needs to be changed

       

 

  • From COSTAR click on Settings>>Import Wizard
  • Scroll down and click on Inventory Item Renumbering

       

 

  • Click on Next
  • Click Browse...and select the spreadsheet that is to be imported
  • Click on Next
  • COSTAR will now validate the items to be imported and list any errors (if any). Click Next
  • COSTAR now performs the import and renumbering. Click OK and the import is now finished

If you have any queries regarding Exporting, Importing and Renumbering Inventory Items in COSTAR, please contact the Support Desk.

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