N3 AI POS Import UOMs with Barcodes ©

Overview:

A stock item may be sold in several units of measurement (UOMs), such as Unit, Dozen and Box. Give each UOM its own unique barcode so scanning identifies both the correct stock item and the correct UOM. Use the UOMs option in Data Migration to import these UOM records and their barcodes together.

At the end of this article, you will be able to:

• Open the UOMs migration screen and download its template

• Prepare one row for each stock item and UOM combination

• Set conversion rates and unique barcodes

• Upload the file and review the preview before importing

• Check the imported UOMs and test barcode scanning

View UOMs Data Migration

1. Check the company shown at the top of the portal. Make sure it is the company you intend to maintain.

2. In the left navigation panel, expand Company, expand Tools, then click Data Migration.

3. In the Stocks section, click the UOMs icon.

Tip – If Stocks is below the visible area, scroll down. You may collapse Account Receivable and Account Payable to bring Stocks into view.

Before you begin

Create or import the stock items first. Check the existing UOMs for each item before preparing additional rows, especially its base UOM. Import stocks and their UOMs before stock opening balances.

Understand the UOMs Import Template

The downloaded Excel template contains two worksheets: Uom and Information. The worksheet views below come from that template.

1. First worksheet – Uom

Row 1 contains the import fields. Enter your values in the blank rows below it, with one UOM per row. Keep the headings unchanged. The wide sheet is shown in two parts for readability.

Uom worksheet – columns A to F

Uom worksheet – columns G to L

2. Second worksheet – Information

Use this sheet as your filling guide. It provides import instructions, followed by each field’s description, data type, required status and maximum length.

Note – Required = Yes means a value is mandatory: Code and Stock. Required = No means the field may be left blank. For barcode scanning, please enter a unique Barcode for each UOM you intend to scan.

Prepare UOMs and Barcodes

1. On the Upload File screen, click Get Template. Open the workbook and read the Information sheet. Enter your records in the Uom sheet without changing the column headings.

2. Create one row per UOM. Use the same Stock code for every UOM belonging to the same stock item. Fields marked * are required.

*Code – The UOM code, such as UNIT, DOZEN or BOX. Maximum 50 characters.

*Stock – The code of an existing stock item. Confirm the matching item in the preview.

Description – A clear UOM description. Maximum 100 characters.

Rate – The number of base units: Unit = 1, Dozen = 12. Use 24 for Box only if it contains 24 Units.

Barcode – The barcode for this stock item and UOM combination. Maximum 20 characters. Assign a different barcode to each UOM; do not reuse it for another item or UOM.

Is Base UOM / Is Active – Use true or false and review the preview switches. Keep one base UOM per item with Rate 1. Set Is Active to true for UOMs in use.

3. Review the other template fields as needed:

E-Invoice UOM Code / Quick Menu – Enter the applicable e-Invoice UOM code (maximum 50 characters). Quick Menu uses true/false for availability in the Windows application Quick Menu.

Min Price / Unit Price / Unit Cost – Enter the minimum selling price, selling price and purchase cost for each UOM. Review all three; blank values appeared as 0.00 in the sample preview.

Example – Three UOMs for one stock item

Note – These are illustrative values. Replace the stock code, barcodes and pack sizes with your actual data. Check existing UOMs first; do not assume that reimporting a matching row updates it.

Tip – Format Barcode as Text before entering or pasting values in Excel. Preserve leading zeros and the full barcode. Do not allow Excel to convert it to scientific notation.

Upload and Verify UOMs

1. Save the completed file. The portal accepts one .csv, .xlsx or .xls file at a time.

2. Click the upload area and select your file, or drag the file into that area.

Note – Use Get Template for the current column layout. Keep the template’s Information sheet for reference when using Excel.

3. At Verify, compare the Preview record count with your prepared rows. Review Code, Description, Rate and Barcode for every UOM.

4. Confirm that the same item has different barcodes for Unit, Dozen and Box. Check that the rates match your actual packaging.

Tip – The preview is wider than the screen. Use the horizontal scrollbar to review the columns on the right.

Review Stock Links and Import

1. Scroll the preview to the right. Check Is Base UOM, Is Active, prices, costs and the required Stock field on every row.

2. Confirm that all UOMs for the same item point to the same Stock code. If a Stock field is blank or incorrect, choose the correct item from its lookup before continuing.

Note – Review zero prices and costs carefully. Enter the values you intend to use. Ensure only the intended UOM is marked as the base for that item.

3. Correct any issues before proceeding. You can edit values in the preview. To replace the file, click Back, select UOMs again and upload the corrected file.

4. Once every row is correct, click Import Data. Read the result shown by the portal. If it reports issues, review the affected rows and correct them before retrying.

What’s Next

1. Open Stock > Stock Items and review the relevant item’s UOMs. Check each UOM code, conversion rate, barcode, base status and price.

2. In the POS application, scan each real barcode and check the stock item and UOM before completing a sale. For the example, the Unit barcode should select UNIT, the Dozen barcode DOZEN and the Box barcode BOX.

If a scan selects the wrong item or UOM

Check for reused barcodes, a barcode assigned to the wrong UOM, or an incorrect Stock link. If a barcode is not recognised, check the full value and any leading zeros, then confirm that the intended UOM is active.

Please complete these checks before using the imported barcodes for daily sales.

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