Importing Item Sale

Hi JZama110492 , are you using fully inventoried items? AccountRight will not allow an item sale to be recorded if there is insufficient stock for an item. In the program itself, you will get a prompt for each such item, to make some correction to allow the sale to go through. However, when importing, those options are not available. 

If you examine the log, and find an invoice with that error, check each item on that invoice and see if any of them do not have enough stock. You could consider entering a stock adjustment to increase the onhand quantity.

We have created a custom program for a client which imports item sales from various CSV or Excel files , and the program checks the stock on hand for every item. If there is not enough, the invoice is changed to an order so that the import will go through. However, the standard import program does not have that kind of flexibility.

Regarding the job numbers, you will need to check the job numbers in the file and make sure they exist in the data file before importing; the import process does not create missing job numbers.

Hi JZama110492 , please post the log file, and if possible an extract of the file being imported (now that this is a public forum).

Hi Mike,

Thank you, attached is the file.

Hi JZama110492 , if you open the sales file in a text editor, you'll see that amounts over $1000 have quotes around them, as do any fields with commas in them. I assume you are editing the file in Excel before saving it as a text file, tab-delimited.

You need to remove the quotes from the file before importing it. 

You could format all the amounts as general, then search the file in Excel for commas and replace with nothing (to delete them. Then save and import. 

Try a test file with 10 invoices in it first. Then if that works, import all the rest as one file.

Hi Mike,

I did exactly like you've said yet not successful with my importing.

It kept giving me this feedback; Error -4087: You do not have enough of item on hand to record this transaction.
Warning 85: Job not found in list of detail jobs; job ignored.

How can i address this issue?

Hi Mike,

Thank you for your help, how can i do adjustment on stock on hand in inventory?

Attached is the screenshot, please kindly assist.

Thank you

Hi JZama110492 , have a look at the transacton screen "Adjust Inventory".

The transaction lines should be completed as follows:

Item number - your item code

Quantity - the (positive) quantity required

Unit Cost - this may automatically appear, if not, use a realistic cost for that item

Amount - this will calculate for you

Account - this is a code from the Accounts List, should be a cost of sales or expense account such as Inventory Adjustment. Do not use an inventory asset account here.

Job - a job number if you use them.

You can add lines to adjust other items.

Memo - optional, leave blank.