Received inventory upload file (receivedinventory.csv)

The received inventory upload (receivedinventory.csv) is a high-efficiency tool designed for inventory managers to maintain precise, real-time records of incoming stock. By utilizing this standardized format, you can bypass manual entry and simultaneously document SKU arrivals, quantities, and associated Purchase Orders (PO) across multiple locations.

Each row defines the inventory values for an individual SKU at an individual inventory location . Each row defines a new received inventory, and its associated details, such as Vendor, Purchase order number, Purchaseorder quanitity declared, Store, Time and Date and Delivery details for use in the Inventory dashboard.

The values that are contained within the file are used to create received inventory. The following fields are non-zero positive numbers. Zero and negative values are not allowed. PURCHASEORDER_QTYDECLARED, QTYRECEIVED, QTYPACKAGE, QTY_PER_PACKAGE.

Usage considerations

Before loading inventory level values, you must load the corresponding catalog data for each SKU with the Catalog data file (items.csv) to ensure that their definitions are contained within the Inventory.
Before loading inventory uploads values, you must load the corresponding inventory data for each SKU with the Inventory levels data file (inventory.csv) to add or update SKU inventory values within your inventory.
Any file name can be used.
The file header contents and column order must be identical to the sample template. No empty columns for spacing are permitted.

Restriction:

English is the only supported language for inventory content.
No deletion is possible.

Unique combination for insert

To ensure data integrity during the upload process, each entry is validated based on a unique combination of the PO Number, SKU, Ordered Quantity, Unit Price, and Currency.

If a row contains a combination that cannot be matched to an existing line item, the system will trigger an error and reject that specific row. However, in the event of duplicate entries within the same upload batch, the system will automatically consolidate them by summing the Receiving Quantities into a single record.

Sample template

A sample of the receivedinventory-sample is as follows.


VENDOR	PURCHASEORDER_NUMBER	UNIT_PRICE	CURRENCY	PURCHASEORDER_QTYDECLARED	PARTNUMBER	QTYRECEIVED	QTYPACKAGE	QTY_PER_PACKAGE	STORE	INVENTORYLOCATION_ID	UNITOFMEASURE	DELIVERYDETAILS_NAME	DELIVERYDETAILS_PHONE	DELIVERYDETAILS_EMAIL	RECEIVEDDATE
HCL-VND-GM-001	PO123	10	EUR	10	BD-BEDS-0001-0001	25	25	1	RUBY	R00B2C	C62	JOHN	1234567890	john@hcl.com	2025-02-11T10:00:00Z
HCL-VND-GM-001	PO124	20	USD	20	LR-LRFNTR-0001-0001		1	1	RUBY	R00B2C	C62	RAM	1234567890	ram@hcl.com	2024-03-11T10:00:00-03:00
HCL-VND-PT-001	PO125	30	USD	30	LR-LRFNTR-0002-0001	10			RUBY	R00B2C	C62	RAM	1234567890	ram@hcl.com	2024-02-11T10:00:00+01:00
HCL-VND-PT-001	PO126	20	INR	40	LR-LRFNTR-0003-0001		1	1		R00B2C	C62	RAM	1234567890	ram@hcl.com	2024-12-11T10:00:00+00:00
...	...	...		...	...	...	...	...

Column descriptions

VENDOR: The VENDOR is the reference ID of the vendor supplying the received inventory. Example: HCL_VNDR_001.

PURCHASEORDER_NUMBER: The PURCHASEORDER_NUMBER is the purchase order ID associated with the received inventory. Example: 5002.

UNIT_PRICE: UNIT_PRICE is the cost or selling price assigned to a single unit of a product or service.

CURRENCY: The CURRENCY is the monetary unit used to denominate all prices, amounts, taxes, and totals in a purchase order, ensuring consistent interpretation, calculation, display, and financial processing across all line items and order totals. For example, USD (US dollars).

PURCHASEORDER_QTYDECLARED: The PURCHASEORDER_QTYDECLARED is the quantity proclaimed at the time of purchase for the received inventory. Example: 10.

PARTNUMBER: The PARTNUMBER or part number, is the unique identifier for a SKU. Example: BD-BEDS-0001-0001.

QTYRECEIVED: The QTYRECEIVED is the total quantity of the item received for the received inventory. Example: 10.

QTYPACKAGE: The QTYPACKAGE is the quantity of packages received for the received inventory. Example: 5.

QTY_PER_PACKAGE: The QTY_PER_PACKAGE is the actual quantity per package of received items, based on physical inspection for the received inventory. Example: 9.
Note: The user can define either both (QTYPACKAGE and QTY_PER_PACKAGE) or just QTYRECEIVED.

STORE: The STORE is the unique identifier for the online storefront. For example, Ruby, or RubyB2B.
If a value for STORE is not specified, then the quantity is accounted for as unassigned. That is, not assigned to an online store. In this case, the value of _unassigned_ is applied, and can be selected within the store drop-down.

INVENTORYLOCATION_ID: The INVENTORYLOCATION_ID is the unique identifier for an Inventory Location. This is used to describe the SKU inventory values at the Inventory Location that is specified. Example: R00B2C

UNITOFMEASURE: The UNITOFMEASURE is the unit of measurement for the received items for the received inventory. Example: KG, LBS, Box, Palette, etc.

DELIVERYDETAILS_NAME: The DELIVERYDETAILS_NAME is the name of the delivery person responsible for delivering the inventory.

DELIVERYDETAILS_PHONE: The DELIVERYDETAILS_PHONE is the phone number of the delivery person responsible for delivering the inventory.

DELIVERYDETAILS_EMAIL: The DELIVERYDETAILS_EMAIL is the email id of the delivery person responsible for delivering the inventory.

RECEIVEDDATE: The RECEIVEDDATE is the date and time when the inventory was received. Only current or past date is allowed. Example: 2024-07-05T23:02:38.421Z.