Inventory Journal Batch and

File Import

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Inventory Journal Batch and File Import: The following steps will explain the process of setting up an inventory journal batch and importing a text file into the Inventory Journal Batch (for the processes of adjusting inventory In or adjusting inventory Out. To locate the function in Evolution, navigate to Inventory � Transactions � Journal Batches. This can be done via the system tree as shown below or locating it via the icons in the work area.

Upon selecting this function, all batches currently in the system will be displayed as below. Select the option “New Batch” to add a batch or select one of the existing batches.

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When selecting the new batch option the following window will be displayed. In this window there are important options to note.

It’s important to note the following options;

• Batch Number – This is the number for the batch for reference purposes.

• Batch Description – This is the description that can be edited to suit your needs.

• Created By Agent – This will display the agent that created the batch.

• Options: o Clear Batch after post – This option will clear out the batch once the batch

has been posted. It’s important that option is ticked for re-use purposes. o All Duplicate Reference – This will allow for duplicate references to be input

in the batch.

• New Line Defaults: this tab will allow you to set line defaults for your batch like to copy previous line dates, reference to increment, etc.

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Once all batch properties have been set for the Inventory Journal Batch the following screen will be displayed.

This is the Inventory Journal Batch Screen. If you selected an existing batch then you will come straight to this screen. As seen above you can select a specific item from the inventory master listing to either adjust quantities In or adjust quantities Out and/or input a New Unit Cost as seen above. The green tick in the screen shot above is to validate the Journal Batch as per the properties set for the Batch and the system validations. Post Batch will then process the batch and update the Inventory. Two journal batches must be created, one each for adjusting quantities In and adjusting quantities Out. Each type of adjustment should be in a separate text file as the Quantity In field will be populated for adjusting quantities In and the Quantity Out field will be populated for adjusting quantities Out. You cannot adjust an item for both quantities In and quantities Out in the same Batch. Import Batch: You can use the Import Batch function to load a text file with pre-populated information. In order to import the txt file you will Select Batch � Import file in the screen above. The following window will be display as below.

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• File name: This will be the path where the text file is saved. To locate the text file you will click on the … button.

• Depending on how your text file is setup and created from your third party system, the following selections will be done accordingly to that setup.

o Header Record will need to be ticked o Field Delimiter must be set to tab & Text Qualifier to be blank. o Date Format: This must be selected on Custom Format and be as above.

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Field Mapping Tab: Ensure that all fields that are in your text file are selected when performing the import. Once all above has been set, click the OK button. The import will now happen. Once the text file has been loaded the following window will be displayed.

This will indicate if there were any errors while importing the text file. With every import the system will create a log file which can be used to see what errors occurred when importing the text file, if any. After viewing this log the batch will now appear with all the line items populated. In this example it imported the Quantity In file.

As seen above the Quantity In field is the only one populated. To process the batch you will select the Option Post Batch.

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Export Batch: Similar to the above your can export a completed batch to a text file. In order to export the Journal batch you would select Batch � Export option which will be available. This will export the file with the selections you make. After posting the batch, the system will give you an option to print the report of the journal batch that has been posted. The following window will be displayed if selected yes to print the batch. You can also print the batch via Batch � Print. It is advised to always print the batch report.

You can preview the report prior to printing. This will display as seen below.

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To print the report you will click the print button, this can then be printed to paper or printed to file for network storage. Locating the Files for Import: Text files that need to be imported should be saved on the C: Drive of the server where Evolution is installed. E.g When locating the files to be imported on the C drive there is a folder called Manufacturing. The path is C:\Manufacturing. As seen below there are folders for files within this folder. These are namely Files to Process & Processed Files.

• Files to Process folder will be keep files that will be needed to be imported for processing.

• Once processed the text file must be moved to the Processed Files folder as and when it completed. This is important to keep track of files that have been imported already.

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