Bulk export and import of inventory counts
You can export inventory for counting or recounting from Maintenix to a comma separated value (.csv) file, perform the count, and update the file. Once updated, you can import the inventory count or recount results file to Maintenix.
Export Inventory Count and Import Inventory Count Results
You can export inventory for counting on the Inventory Counts tab of the Bulk Export and Import tab. Inventory applicable for export are those stored in the bins of stores, where the bin location has been assigned to a department to which you have been assigned. When you export inventory for a count, you can choose to include all inventory to be counted, or filter inventory based on when the count was due, the ABC classification of the part, and the storage location for which inventory in bins should be counted. On exporting, a .csv file is downloaded, with the bin location code, part number, part name, manufacturer code, the count due date, as well as empty columns for recording the quantity and counted date of inventory counted. You can then update the file with the results of your cycle counting or ad hoc counts, if required.Export Inventory Recount and Import Inventory Recount Results
You can count inventory and update the quantity and counted date of exported inventory. For inventory that has been exported for a count, if you do not find that inventory item in the specified bin location, you can enter the quantity as zero to indicate the inventory was not found. You can also record an unexpected part, which is a part that has been previously created in Maintenix that does not have any bin levels or inventory, for the bin location that was counted.
Once you have finished updating the count, you can import the updated file on the Inventory Counts tab of the Bulk Export and Import tab. Once the count has been updated, and no discrepancies have been recorded, the next count date is updated based on the counted date and the interval defined for the part's ABC classification.
If there is a discrepancy between the physical count results and the records in Maintenix or if you add an unexpected part and import the inventory count results, a discrepancy is listed on the Cycle Count Discrepancies tab for action, provided that a supply location has been defined for that inventory.
If discrepancies are found between the count results and the record in Maintenix, and a recount has been requested, you can export the requested inventory for recount. Only inventory that has been requested for a recount, for bins in storage locations to which your department has been assigned, can be exported. You can export all requested inventory to be counted or filter inventory based on the storage location. On exporting, a .csv file will be downloaded, with the bin location code, part name, part number, manufacturer code, serial or batch number, as well as empty columns for recording the quantity and recounted date. You can then update the file with the results of your recount or record ad-hoc counts, if required.
You can recount inventory and update the quantity and recounted date of exported inventory. You can also record an unexpected part or inventory item, found while recounting inventory in a bin location, that has been predefined in Maintenix, with a serial or batch number that has not yet been registered. If inventory is exported for a recount belonging to a part with multiple serial or batch numbers to be counted, and you cannot locate a particular inventory item you can set the quantity of that serial or batch number to zero to indicate that the inventory was not found.
After you recount inventory and record the recount results, you can import the updated file on the Inventory Counts tab of the Bulk Export and Import tab. The recount is updated from the Requested to the Done status on the Cycle Count Discrepancies tab. If the recounted quantity does not match the expected quantity of inventory or if the serial or batch numbers that were counted in the bin don't match expected records, a discrepancy is listed on the Cycle Count discrepancies tab for action.
Update Inventory Count or Recount
To ensure a successful import, while updating the file, you must retain the name and number of columns for recording inventory counts, in their exported format. You must also input only valid information, taking care to ensure the inventory counts being imported comply with the following criteria:
- The bin location code, part name, OEM part number and manufacturer code must be entered for all inventory to be imported and should be predefined in Maintenix.
- The combination of the OEM part number and manufacturer code must match a part that already exists in Maintenix.
- The counted date and quantity must be entered for inventory counts. Similarly, the quantity and recounted date must be entered for inventory recounts.
- The counted date and recounted date must be in the format dd-mmm-yyyy or dd-mmm-yy.
- The recounted quantity for each serialized inventory item must be either zero or one.
File Import Statuses
- Queued - the import file has been uploaded or queued for uploading.
- Processing - the uploaded data will be validated and continue to either the Imported or the Errors Logged status.
- Imported - all the data in the file is valid and has been updated accordingly in Maintenix.
- Errors Logged - some or all of the data in the import file is invalid, in which case only the valid data has been imported and updated.