Populating the Inventory Item Import template

This field indicates the physical location of the inventory product.

• When you manually create a new inventory product, you select the Inventory Location from the list of all non-resource inventory locations. Refer to Managing inventory locations.
• When you edit an inventory product, the Inventory Location is read-only. To change the inventory location, you must transfer the inventory product. Refer to Transferring stocked items to another inventory location.
• When you receive a purchase order, the inventory product inherits the location name of the purchase order item.
• When you quote a stocked item that is available at multiple inventory locations, each inventory location appears on a separate line. Reserve a stocked item at the most convenient inventory location.

The number assigned to the inventory product in your own inventory tracking system.

If your company has its own inventory tracking system, enter an inventory reference number.

This field tracks the sub-location for the inventory product. Similar to inventory locations, bin designations are specific to your inventory system.

For serialized items, this value represents the minimum shipments of this item that should be kept on hand at the inventory location. For non-serialized items, the value represents the minimum number of individual units that should be kept on hand at the location. You can use this information to determine when you need to reorder the product and how much quantity should be auto-filled.

Type a numeric value into the field. The value can be 0, but it is a required field.

For serialized items, this value represents the maximum shipments of this item that should be kept on hand at the inventory location. For non-serialized items, the value represents the maximum number of individual units that should be kept on hand at the location.

Type a numeric value into the field. The value can be 0, but it is a required field.

The Material Code is the billing code associated with products. It is a required field for products, and is inherited by devices Your Autotask instance may be configured to use one of the following terms instead: Asset, Configuration Item, Installed Asset, Installed Product. and subscriptions, but it can be overridden when you create subscriptions or charges from a product. Its most important function is to determine the tax category of a product or charge, and allow exported billing items to be mapped to the proper general ledger account in an external accounting software package.

Select a Material Code.

Material Codes can be found here: > Admin > Finance, Accounting & Invoicing > Billing Codes > Material.

This date field defaults to the current date and time, unless another value is provided.

Enter the name of a resource in your Autotask instance. Resources can be found here: > Admin > Organization Your Autotask instance may be configured to use one of the following terms instead: Account, Business Unit, Client Company, Customer, Site. Settings & Users > Resources/Users (HR) > Resources/Users (HR) > Resources/Users.

The serial number identifies a particular stocked item in your inventory, or a device installed at an organization. This field appears only if the product associated with the device or stocked item has the Serialized check box selected. Serial numbers can be up to 100 characters long.

Enter the serial numbers of the items currently being added, separated by line breaks.

Devices:

• Serial numbers cannot be updated using an import.
• Serial numbers linked to a stocked item cannot be deleted, but if the serial number of the stocked item is modified, the serial number of the device is updated automatically.
• If you enter a duplicate serial number, you will see a warning indicating that a device with this product and serial number already exists. The import will fail for this row.
• If you enter a serial number for a non-serialized product, the import will fail for the row.
• If the item you are installing is a printer associated with the Xerox PageConnect/XPPS program, the Serial Number is required.

Inventory:

• The count of serial numbers you are adding in the list will equal the number of items added in the Items Added field, and will be equal to On Hand (New) - On Hand (Old).
• When adding a stocked item, you can type or paste the serial numbers into the field. Each number must be on a separate line or the serial numbers must be separated by a comma.
• You can use a keyboard wedge option with a bar code scanner to quickly enter serial numbers.
• When editing a stocked item, if a serial number is reserved or picked, the Ticket Number,Project Name, Contract Name, or Quote Name is hyperlinked on the row.

This field is enabled if Manual entry was selected in the Determine Cost using... field. It refers to the cost of an individual stocked item. On the Inventory Item Import Template, it is required on rows that include stocked items.

For serialized items, it refers to the cost per individual stocked item. For non-serialized items, it refers to the cost per unit.

EXAMPLE  For serialized laptops, this is the cost of each specific laptop. For a non-serialized roll of CAT-5 cable, it is the cost per yard.

The cost is used when stocked items are quoted or picked, and in profit reporting. If Multi-currency is enabled, the cost is stored in the internal currency.

Enter a decimal value between 0.00 and a maximum of 9,999,999.99.

A vendor is an organization whose primary business relationship with your company is to provide goods and services.

• Products can be associated with multiple vendors, one of which is designated as the default vendor.
• All other entities that reference a product vendor are associated with one specific vendor (the one from which the item was actually purchased). The field will default to the Product Default Vendor, but additional Product Vendors (associated with the product) and Other Vendors (not associated with the product) are available from the dropdown menu.
• Services can only have one vendor. If you change the vendor of a service, contracts that include the service will reference the new vendor as of the next billing period.

The Vendor Invoice Number is associated with purchase order items when they are received into Autotask as stocked items. The same vendor invoice number is assigned to all purchase order items that are received in the same shipment. If a purchase order item is partially received over multiple shipments, it may have multiple associated vendor invoice numbers.

On the purchase order, the Vendor Invoice # field becomes read-only when the first item on the purchase order has been received. It will contain all vendor invoice numbers associated with all purchase order items that are part of the purchase order, separated by commas.

This field is required if the Require Vendor Invoice Number on received purchase order items and when manually adding stocked items to inventory system setting is enabled.

Enter the Vendor Invoice Number associated with the purchase order items you are receiving.

When you are adding new stocked items, this field defaults to None, indicating that the item you are adding is a new item. When the item is returned to inventory, the field defaults to Returned. Manually select from one of the following:

• Returned
• Refurbished
• Clearance Item

Refers to the stocked item's New Price that is assigned when the item is returned to inventory.

The number of available units of a stocked item. The value must be >=0, and the default value = 1.

For serialized items, the available unit count will be either 0 or 1.

This value can be modified when editing stocked items. Reducing it for non-serialized units will reduce the Available Units value and increase the Removed Units value. Reducing it for serialized units (from 1 to 0) will set the status of the stocked item to Removed.

Defaults to the user adding or importing the item.