SCM – Bulk-Uploading Warehouses Details

How To Get There

• • From the Main Menu
    • Supply Chain -> Warehouses List
  • Next, In the resulting Warehouses List screen
    • Click on the Import/Export button at the top right of the screen

Figure 1 – Import/Export button

• • • A popup form will appear to the right of the screen
    • The popup has two sections,
      • One to Export a current list of suppliers as held in SellerLegend (EXPORT)
      • One to Import an Excel file in a predefined format, to either modify existing suppliers or add new suppliers (IMPORT)

Figure 2 – Import/Export popup dialogue

The Bulk Upload Process

1. EXPORT the existing warehouse data

• • On the main menu, go to Supply Chain sub-menu and click on the Warehouses link
  • On the Warehouses screen, click on the Import/Export button, at the top right of the screen (see figure 1 above)
  • On the EXPORT section of the  Import/Export popup pane (see figure 2 above),
    • Make sure the Report Type field reads Suppliers & Warehouses
    • Click on the Export button
  • This will submit a request to generate an Excel file containing all the supplier and warehouses data
  • To retrieve the generated file,
    • Go to Main Menu->Reports->Exported Reports,
    • Locate the latest report with report type Suppliers & Warehouses
    • When the STATUS column shows DONE, click on the Actions button and select Download
    • This will download the Excel file to your local machine

• • The downloaded file will contain all the details of ALL Suppliers, Supplier Product associations, Warehouses, and Warehouse/Product Associations currently recorded in the system in the proper file format which can be reused for import
  • Locate and Open the Excel file on your local machine and make sure you have update access by clicking on the Enable Editing button shown in Excel

• • NOTE: On opening the file, some versions of Excel may give an error message that the file is damaged and needs repair. Please reply ‘Yes’ to any message offering to repair the file. This will be of no consequence to the end-result of the upload.

2. EDIT the warehouse data as required

• • Warehouse data is spread over two tabs of the downloaded spreadsheet
    • Warehouses
    • Warehouse Products
  • The column titles in the file are color-coded
    • Blue for System data
      • Do not modify or delete
    • Grey for Optional Data
      • Your choice as to whether to include a data value
    • Red for Mandatory data
      • A data value MUST be present
    • Orange for multiple-choice data
      • Only one of the orange columns is required, but all orange columns can be filled (either one or the other or both is valid)
  • To edit an existing warehouse, just override the data in the appropriate cells on the downloaded spreadsheet
    • To add a new warehouse, just add a new line in the proper format with the data of the new warehouse
  • There is no way to delete an existing warehouse through the bulk upload
  • Once your Excel file reflects the changes you want to apply to the warehouse data, make sure you save the Excel file

3. IMPORT the updated file

• • On the main menu, go to Supply Chain sub-menu and click on the Warehouses List link
  • On the Warehouses screen, click on the Import/Export button (See Figure 1)
  • On the IMPORT section of the Import/Export popup pane (See Figure 2),
    • Make sure the Report Type field reads Suppliers & Warehouses
    • Click on the Choose file button
    • Select the updated Excel file on your local machine
    • Click on the Import button
    • This will submit a request to upload the Excel file containing all the warehouse updates

4. CHECK the outcome of the upload for possible errors

• • Go to Main Menu->Reports->Downloaded Reports,
  • Locate the latest report with report type Suppliers & Warehouses
  • If the STATUS column shows DONE, your changes were applied without errors
  • If the STATUS column shows DONE_WITH_WARNINGS, some changes have been flagged as erroneous and will not have been applied
  • Any changes without errors will have been applied

5. CORRECT any reported errors

• • If errors have been detected
    • The STATUS column shows DONE_WITH_WARNINGS, click on the Actions button and select Download
    • This will download the Excel file with errors to your local machine
    • Open the Excel file
      • Rows colored green have no errors and those changes have been applied
      • Rows colored grey have errors and these changes have not been applied
      • Cells with errors will have an Excel comment with the description of the error
      • Cells with comments have a small red triangle at the top right of the cell

• • • Hover your mouse over the red triangle to see the error
    • Fix any errors and re-upload the file

6. RINSE and REPEAT

• • until the STATUS column of the uploaded Excel file shows DONE

The Excel Upload File Format For Warehouses

• • It is recommended to use the EXPORT section of the Reports Popup pane to download the warehouses file, even if you currently have no warehouses. This will provide you with an Excel spreadsheet with the latest correct format to attempt an import
  • There are 2 tabs for warehouses in the Suppliers And Warehouses spreadsheet
    • Warehouses
      • Each row contains the details of a warehouse
    • Warehouse Products
      • Contains one row per product which is assigned to the warehouse
      • This is how you define that a warehouse is a candidate to receive a product.

• • The following data can be recorded for a supplier in the Warehouse tab of the spreadsheet

• The following data can be recorded for a supplier in the Warehouse Products tab of the spreadsheet

Field Validation Rules

• • Fields where the validation column shows “NO” are not validated. Any value is acceptable and stored as such.
  • Validation Notes explanation
    • (1) Warehouse Code
      • You can only assign a warehouse code when the code field in the download file is blank (in other words, when the warehouse has no code yet, as when a warehouse has been automatically created by SellerLegend)
      • The code is not validated and can be any value and length
      • Codes cannot be changed once set
      • Changing an existing code will NOT edit the warehouse code. Instead, it will create a new warehouse and assign it the edited code. All other fields will be as defined in the columns of the import file if any.
    • (2) Warehouse Lead Time
      • Must be a valid Lead Time Name from the dropdown list
    • (3) Warehouse Category
      • Must be a category from the drop-down selection
    • (4) Warehouse Phone
      • The phone number is not validated for format and can be alphanumeric
      • If you wish to record an international prefix with a plus sign, precede the plus sign by a single quote to tell Excel this is not the addition arithmetic symbol

File Validation Rules

• • There is no need to respect any field sequence
  • Only the mandatory fields MUST be present, other fields are optional and can be present or not at your discretion
  • The column names, when the column is present, MUST be as stated in the column Excel File Column Name in the table above
  • It is permissible to add blank lines to space out the rows of warehouse details.
  • It is not permissible to
    • Add blank columns between the data fields
    • Add additional tabs to the workbook. It can only contain one tab.
    • Add formulae to the spreadsheet
    • Have external references to other spreadsheets