Setting up license numbers through an import

Depending on the size and condition of your existing license number data, SmartTurn expects this process to take anywhere from 1/2 hour to 2 hours. The process involves extracting data from the system you are currently using to track license numbers, re-arranging a copy of this data to conform to the SmartTurn import system, and importing.

If you are updating license numbers that already exist in SmartTurn, see Updating license numbers through an import.

Before you start, there are two important things to know:

• Warehouses must be set up in SmartTurn before you can import license numbers. Since license numbers are specific to warehouses, you won't be able to import license numbers unless you are importing while you're logged into a specific warehouse view. See Adding a warehouse
• SmartTurn allows only one import at a time per warehouse for license numbers. License numbers are specific to a warehouse in your operation. If you have multiple warehouses, you can import license numbers for one warehouse at a time. In other words, you can put all license numbers for one warehouse on one license number template. However, you can not combine license numbers from two or more warehouses on one license number template. See Viewing the correct warehouse data.

To import your license number data:

1. To get a copy of the blank license number import template, download it from online Help at Resources and tips>Downloadable import templates.

   The import template (SmartTurn_License_Numbers_Template.xls) contains detailed instructions on the Instructions tab. It also contains instructions tailored for when you are making updates to license numbers, as opposed to creating them for the first time.

2. Make an electronic copy of an existing spreadsheet of your license number data. (It might be helpful to print this out so you can clearly see the names of the columns your existing spreadsheet uses.) If you do not have your data in electronic format, you may elect to use this spreadsheet for data entry, or enter data using the Inventory>License Numbers tab in SmartTurn.
3. Open the import template. Look at the License Tags worksheet tab. (It might also be helpful for you to print this out so you can clearly see the names of the columns SmartTurn uses.)

   Tip: The column headers contain information. Click column header cell in the License Tags worksheet tab to see important information about values for the field, whether the filed is required or optional, etc.

4. Complete the License Tags tab in the SmartTurn_License_Numbers_Template.xls spreadsheet. For each column header in the License Tags tab, match a column header in the existing spreadsheet containing your license number data. Notice that the column headers are different colors. The fields that correspond to the column headers are either optional or required. Click into the cell to see more information in a pop-up:
   • Required fields are denoted by Red column headers. These fields must be completed for a successful import.
   • Optional fields are denoted by Black column headers. You can still have a successful import with these fields left blank.
   • If you have questions about what data you can put into a field, there are detailed field descriptions in the Instructions tab of the template.

     Tip: Reconcile your column header names with SmartTurn. Make note of any differences between the column header names in your data and the column header names in the SmartTurn import spreadsheet. Also, make note of any extra or missing columns in your data set. Include all SmartTurn column headers in the import, exactly as in the SmartTurn spreadsheet.

5. Save the .xls. file to your computer. Then close it, and open up SmartTurn.

   Tip: You can rename the entire .xls file as you like. For instance, you can add a date, and the name of the warehouse this file has license numbers for: E.g. your file name could be "Licenses for Field Street Warehouse 2007-12-10.xls".

6. Log in to SmartTurn.
7. Go to My Account up above. In the Warehouse field at the top, select the warehouse for which you are importing license numbers. (You can change this as needed for each import.) Make sure you are not in the All warehouse context. If the Warehouse drop-down in the grey area at the top of the screen says, "All warehouses," select a single warehouse from the drop-down.
   • If it is not a complete list, add any warehouses that you need to add. See Adding a warehouse.

     To add a warehouse:

     1. Select Administration>Warehouses. A list of existing warehouses appears.
     2. Select Add up above. The Add Warehouse form appears.
     3. Enter the warehouse Name.
     4. Select the Time zone the warehouse is in.
     5. Under the Contact tab, enter the information for the main contact at that warehouse.
     6. Under the Address tab, enter the full address for the warehouse.
     7. When finished, select OK.

     Once you have set up a warehouse, you will need to:

     • Set up locations for that warehouse. See Creating locations.

       A location is a site where you store goods. How a location is configured determines how it is used and what restrictions there are on its use.

       You can create locations by adding them manually or by importing them from a spreadsheet.

       To create a location:

       1. Select Administration>Locations. A list of locations appears.
       2. Click Add in the header above the list. A new location record opens.
       3. Enter the Location name and select the Location Type.
          • Storage: A storage location is a location used for storage.
          • Kit WIP: A Kit WIP (Work in Progress) location is used for assembly or manufacturing. (Each kit document must specify a Kit WIP location. When you start building the kit, the component items are transferred to the Kit WIP location.)
          • Forward: A forward location is a location you pick from.
          • Door: A door location is a location positioned near a door.
          • Staging: A staging location is a location where you organize goods/boxes for putaway or shipment.
          • WIP: A WIP (Work In Progress) location is a location where you work with goods, such as when they are being received into or shipped out of the warehouse, or as they are being transported through the warehouse. For example, you might receive goods into a WIP location to perform sorting or quality inspection before putting the goods away in a bulk storage location. Typically you use WIP locations during a Pick to Staging Wave (for example, a forward or staging location) or a Pick/Pack Wave (for example, a dock or packing station). You also use WIP locations for inventory that is in transit (in the process of being picked) during a Pick to Staging Wave or a Pick/Pack Wave.
       4. For each location, under the General tab, you can specify whether the location is:
          • Adjustable: The quantities in this location can be adjusted.
          • Putaway: When checked, goods can be putaway in this location.
          • Pickable: When a location is pickable, goods can be picked for shipment from this location.
          • Owned: When checked, the contents in this location are owned by a third party.
          • Bonded: When checked, the contents in this location have been set aside for some type of inspection or payment requirement. Both owned and non-owned locations can be bonded.

            Kit WIP locations must not be Pickable (because you are doing manufacturing or assembly in this location, any inventory in this location should not be visible to fulfillment processes). WIP locations must be Putaway and Pickable (because you are moving goods into and out of this location as part of your Pick to Staging Wave or Pick/Pack Wave work).

       5. For each location, under the Capacity tab, you can specify how capacity should be handled:
          • Do not check capacity: If this is checked, the system will permit any number of units to be put away to this location.

            If this is unchecked, then the most constraining of the following is enforced:

            • Dim. Weight: Enter the maximum dim. weight you will allow in this location.
            • Cube: Enter the maximum cube (volume) you will allow in this location.
            • Eaches: Enter the maximum number of eaches you will allow in this location.
            • Pallets: Enter the maximum number of pallets you will allow in this location.
       6. When finished editing the location, click OK.

     • Set up item master instructions for that warehouse. See Item master settings by warehouse.

       Item masters have specific relationships to warehouses.

       For instance, the reorder point for an item master at one warehouse may be different from the reorder point for another warehouse. This goes for the reorder quantity, pick and putaway locations, locks, discontinued status, and holds. So regardless whether your operation consists of one or many warehouses, you set the following item master settings under Operations>Item Masters>Warehouses tab.

       Note: Check the Warehouse drop-down at the top of the page. If you are in All Warehouses view, then the Warehouse tab on the item master page shows all the following fields for each warehouse. If you are in a specifc warehouse view, then the Warehouse tab on the item master page only shows the following fields for that warehouse.

       • Reorder Point - This quantity determines the stockout status.
       • Reorder Quantity Standard Unit - This amount appears by default on Purchase Orders.
       • Default Pick Loc - This location appears by default on Shipments.
       • Default Putaway - This location appears by default on Receipts.
       • Admin Lock - This lock prevents the item from being processed in all transactions.
       • Discontinued - This status prevents the item from being ordered.
       • Hold - This hold prevents the item from being shipped or added to sales orders.

       For the Warehouse tab field descriptions, see Warehouses tab.

       Setting the reorder point and reorder quantity is necessary to view a low-stock item in the Inventory Stockout report under Reports>Inventory Stockout. See Stockout report for more details.

8. Go to Inventory>License Numbers. A list of your license numbers appears.
9. Click Import on the toolbar at the top of the list. An Import screen appears, prompting you to locate the file on your computer.
10. Follow the prompts, and identify the template you are importing.
11. Click Upload. A message appears at the top of the Import screen. The message indicates whether the file data is formatted correctly, or whether SmartTurn has detected errors in the data.
    • If SmartTurn determines that the data in the file is formatted correctly, the screen displays a message: "The upload file contains all valid rows."

      If this is the case, continue with the import by clicking Import. When your import is complete, the Import screen closes and the license numbers list refreshes. Continue to step 12.

    • If SmartTurn detects errors, the screen displays a warning: "The uploaded file contains some invalid rows. Click Import to import valid rows. Invalid rows will NOT be imported."

      If this is the case, look below the buttons in the Import screen. SmartTurn lists the specific errors by the spreadsheet row number.

      To correct errors:

      • Leave the Import screen open for reference, or copy the error statements and paste them into a text document for reference.
      • Locate your import file on your computer. Open it up, correct the errors, save, and repeat steps 6-11.
12. Review your data in the License Number list at Inventory>License Numbers, and on the individual detail pages, as necessary.

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