How do I Import Inventory Receipts?

Import Inventory Receipts

Acctivate allows you to import Inventory Receipt transactions with or without a Purchase Order.  Refer to the following list of data fields that can be imported below.

Map the columns from your spreadsheet, typically PO Number, Product ID, Quantity and any additional information that you can provide.

One row in the Excel file must exist for each Lot or Serial number per item.  The quantity for each row should correspond to that lot or serial number.  This is a convenient way to process Inventory Receipts for a large number of serial numbers.

NOTE: The Unit Cost and/or Amount for Inventory Receipts must be imported in the vendor’s currency when Multi-Currency is enabled.


Data Field Type(Length) Notes
Amount Number Extended Line Amount (i.e., Quantity * Unit Cost)
Description Char(4095) Item Description (defaults to Product Description)
Location Char(80) Warehouse Bin/Location for inventory
Lot/Serial # Char(25) Lot/Serial Control Number for this inventory.  NOTE: One row in Excel file should exist for each unique lot/serial number in the receipt
Lot/Serial Exp Date Date Formatted according to local Windows Date/Time settings
Lot/Serial Reference Char(50) Short, one-line reference number or code for lot/serial numbered items
Lot/Serial Specification Char(4095) Longer, more detailed (potentially multi-line) description for lot/serial numbered items
PO Line Number Number Line Number in which the Product is listed on PO
Product ID Char(40) Required.  Must match an item on the PO, if PO Number is provided in Transaction section (below)
Quantity Number Receipt Quantity, typically less than or greater to PO Outstanding Quantity
Unit Char(5) Unit of Measure, typically corresponds to PO unit, but Stocking Unit is also supported.
Unit Cost Number Price corresponding to above Unit of measure.  Converted to Unit Cost corresponding to stocking unit of measure when posted.
Vendor Product ID Char(25) Vendor’s Item Number for product.  Cross reference Vendor Product ID to Product ID on PO


Data Field Type(Length) Notes
Session Date Date Date of accounting transaction to update Acctivate inventory valuation.  This is also the date for the Inventory Journal Entry.  Defaults to today’s date if not provided, but it is recommended that the actual date for the receipt of goods be selected.
Session ID Number Not Recommended. Acctivate will assign the next available session number from the Numbers section of Configuration Management.


Transaction section typically corresponds to the Purchase Order or reference data that applies to multiple items within a single receipt transaction (e.g., Manifest or Bill of Lading Number)


Data Field Type(Length) Notes
Description Char(50) Short, one-line description of Inventory Receipt transaction
Document Date Date Non-accounting date for receiving document.  This is typically the date from the Bill of Lading or Receiving Document.
Exchange Rate Number Multi-Currency only.  This allows overrides to current exchange rate for vendor’s currency.
PO Number Char(40) Required if receiving goods against a vendor purchase order.  However, inventory receipts can be imported without a Purchase Order.  Vendor is recommended if PO Number is not provided.
Receiving Document Char(15) Reference Number for Receiving Document, typically the Bill of Lading Number or Manifest/Shipment Number
Reference Char(20) An additional reference number from receiving document
Tax Included Yes/No Canada and UK editions only.  Does Unit Cost include VAT?
Transaction ID Number Not recommended. Acctivate assigns an incremental number for each transaction within a session (i.e., 1, 2, 3…)
Vendor Char(41) Full Vendor Name for QuickBooks edition, VendorID for CYMA edition. Not Required when a PO Number is provided (above).
Warehouse Char(6) Not Required when a PO Number is provided (above).

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