123insight Data Import Guidelines Page | 1

V9.05 (22 April 2014)

123insight Data Import Guidelines

These guidelines are aimed at 123insight users who have

attended our System Admin & Finance Course and have
experience of using Microsoft Excel.
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1 Introduction to these Data Import Guidelines 3

2 Company Import 5

3 Parts Import 22

4 Bills of Materials 38

5 Resources 40

6 Routings 43

7 Batches 49

8 Sales Orders 53

9 Purchase Orders 57

10 Sales Invoice Credits 60

11 Purchase Invoice Debits 62

12 Common Mistakes 64
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(1) Introduction to these Data Import Guidelines

What do these guidelines set out to do and how do I use them?

This document provides you with the fields and formats required for you to prepare your key data for subsequent import in to 123insight.

As stated on the front page, these guidelines are aimed at those users who have attended our System Admin & Finance Course and it is something that we
would strongly recommend.

What can be imported into 123insight?

 Company data
 Part data
 Bills of materials
 Resources
 Routings
 Batches
 Open sales orders
 Open purchase orders

You will learn more on each of the above as you work through these guidelines.

The data import toolkit is for importing new records only and cannot be used for updating existing records.

For a successful import you only need to complete the mandatory information but there are plenty of other fields that can be completed.
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General things to know before starting

Please read through these before starting your data import:

 When using our tables provided, the Column will refer to the column heading in Excel, the Field Name, Example, Type and Comments are there to
guide you as to what data is expected and the Key indicates the key (unique) field(s) of the table.

 The rows highlighted in yellow on our tables indicate a mandatory field. These MUST be completed in the worksheets for the import to be
successful. Any field not highlighted in yellow can be left blank if you do not wish to import that piece of information but cannot be re-
imported at a later date.

 Names of all the excel worksheets should exactly match with the worksheet name given in this document.

 All email addresses and websites are checked for correct format.

 The following characters are not allowed for importing: ‘ , [ , ]

 My Company Details needs to be defined.

(1) Introduction to these Data Import Guidelines

What do these guidelines set out to do and how do I use them?
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(2) Company Import

Let’s start by looking at importing company information both what can and can’t
be imported and the format it needs to be in.

Before starting the company import, please be aware that company information cannot be imported with Access Integration switched on.

File format for main company data

Store in an excel worksheet called “company”.

This worksheet is mandatory for successful import of company information. Remember, the yellow fields within this table denote mandatory
information.

Column Field Name Example Type Key Linked Comments

A Unique Identity 101 Text (5) Yes It must be unique. This field is not carried into the database,
it is only used for the Data Import to match records across
worksheets as Company Names can be the same.

B Company Name 123 Insight Ltd Text (100) A non-unique identifier.

C Customer Code INS001 Text (10) Accounts Ledger Code – must be unique

D Supplier Code SRC001 Text (10) Accounts Ledger Code – must be unique

E Potential Customer Prospect Text (50) Is required when a company is defined as a potential
Category Code customer. You must have CRM+ to use this field.

The code must be defined in the system first.

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F Potential Supplier Awaiting QA Check Text (50) Is required when a company is defined as a potential
Category Code supplier. You must have CRM+ to use this field. This code
must be defined in the system first.

G Tax Registration No. 123 5645 83 Text (50)

H Country Code GB Text (4) Yes Does not need to exist in the system first – the import will
create new country codes.

I Telephone Number 01489 860851 Text (50)

J Fax Number 01489 123456 Text (50)

K Email [email protected] Text (100) The general company email address, personal email
addresses may be held in the contacts table.

L Website www.123insight.com Text (100)

M Company User Text (20)

Analysis code 1

N Company User Text (20)

Analysis code 2

O Company User Text (20)

Analysis code 3

P Company User Text (20)

Analysis code 4

Q Company User Text (20)

Analysis code 5

R Company User Text (20)

Analysis code 6
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S Company User Text (20)

Analysis code 7

T Company User Text (20)

Analysis code 8

U Company User Text (20)

Analysis code 9

V Company User Text (20)

Analysis code 10

You may have noticed that the main company address is not included here; the addresses data is entered on a separate worksheet.
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File format for Other Category Code

If a company is defined as other company category type then its data should be stored in the same spreadsheet
as the main company data but in a worksheet called “other category”.

This data has a one-to-one relationship with the “company” worksheet. This worksheet is not mandatory for successful import of company information.
Remember, the yellow fields within this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Unique Identity 101 Text (5) Yes Must match the unique identity of the company as defined on
the “company” worksheet.

B Other Category Code Partner Text (50) This code must be defined in the system first and cannot be
a code that is marked as either potential customer or
potential supplier.
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File format for customer data

If a company is defined as a customer then their data should be stored in the same spreadsheet as the main
company data but in a worksheet called “customer”.

It contains the customer details for a company defined as a customer. This data has a one-to-one relationship with the “company” worksheet. This worksheet
becomes mandatory if a company is flagged as a customer. Remember, the yellow fields within this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Unique Identity 101 Text (5) Yes Must match the unique identity of the company as defined on
the “company” worksheet.

B Currency GBP Text (4) Yes The currency you will invoice this customer in. The currency
code does not need to exist in the system first. The import
will create new currency codes.

C Tax Code T1 Text (10) Yes Default tax code. The tax code does not need to exist in the
system. The import will create new tax codes.

D Nominal Code 1000 Text (25) Default nominal code. The nominal code does not need to
exist in the system. The import will create new nominal
codes, flagged as sales.

E Customer Status 1 Number 1 = Okay

Code 2 = On Hold
3 = On Stop
4 = Pro-forma

Will pick the default status if no status is provided in the

excel worksheet.

F Discount % 2.5 Number Discount usually offered on each sales line.

G Settlement Disc % 10 Number Discount offered for early payment.

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H Settlement Disc Term If payment is made within Text (250) Required for invoices as this text will display on the invoice.
15 days of invoice date.

I Discount Matrix Row 1 Number Discount matrix defined for customer inside discount matrix
form.

J Account Manager 10002 Number Clock number of the employee. Employee must have
customer account manager rights set up. Without CRM+,
this field is not valid.

K Transit Days 5 Number The number of days it typically takes to transport goods to
this customer.

L Sales Analysis 1 South West Text (100) Example: Region

M Sales Analysis 2 Text (100)

N Sales Analysis 3 Text (100)

O Sales Analysis 4 Text (100)

P Sales Analysis 5 Text (100)

Q Sales Analysis 6 Text (100)

R EEC VAT Delivery EXW Text (3) Only required if submitting intrastats.

S EEC VAT Transaction 10 Text (3) Only required if submitting intrastats.

Code

T EEC VAT Transport 1 Text (3) Only required if submitting intrastats.

Code

U Division XYZ Co. Ltd. Text (50) Division code will be checked for mandatory validation if the
“Trade as Multiple Division” option is found ticked in Sales
Options.
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V Customer Mapping Partner Text (20) Should exist as a predefined value within the system.
Type

W Our Account Number 1234 Text (200)

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File format for supplier data

If a company is defined as a supplier then their data should be stored in the same spreadsheet as
the main company data but in a worksheet called “supplier”.

It contains the supplier details for a company defined as a supplier. This data has a one-to-one relationship with the “company” worksheet. This worksheet
becomes mandatory if a company has been flagged as a supplier. Remember, the yellow fields within this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Unique Identity 101 Text (5) Yes Must match the unique identity of the company as defined on
the “company” worksheet.

B Currency GBP Text (4) The currency code does not need to exist in the system. The
import will create new currency codes.

C Tax Code T1 Text (10) Yes Default tax code. The tax code does not need to exist in the
system. The import will create new tax codes.

D Nominal Code 2000 Text (25) Default nominal code. The nominal code does not need to
exist in the system. The import will create new nominal
codes, flagged as purchase.

E Account Manager 10002 Number Clock number of the employee. Employee must have
supplier account manager rights set up in the system first.

F Our Account Number CRT=11000345 Text

G Purchase Analysis 1 Aerospace Text (100) Example: Industry type

H Purchase Analysis 2 Text (100)

I Purchase Analysis 3 Text (100)

J Purchase Analysis 4 Text (100)

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K Purchase Analysis 5 Text (100)

L Purchase Analysis 6 Text (100)

M EEC VAT Delivery EXW Text (3) Only required if submitting intrastats.

N EEC VAT Transaction 10 Text (3) Only required if submitting intrastats.

Code

O EEC VAT Transport 1 Text (3) Only required if submitting intrastats.

Code

P Supplier Status Code 1 Number 1 = Okay

2 = On Hold
3 = On Stop

Will pick default status if no status is provided in the excel

worksheet.
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File format for company addresses

Address data for each company is to be stored in the same spreadsheet as the main
company data but in a worksheet called “addresses”.

This data has a one-to-one relationship with the “company” worksheet. This worksheet is mandatory for successful import of company information.
Remember, the yellow fields within this table denote mandatory information.

Please note: if you are using fixed addresses, you may not be able to follow our example detailed below. Please see our Common Mistakes chapter
on page 58 for more detail.

Column Field Name Example Type Key Linked Comments

A Unique Identity 101 Text (5) Yes Must match the unique identity of the company as defined on
the “company” worksheet.

B Address (1) Unit 10 The Sawmills Text

C Address (2) Durley Text

D Address (3) Southampton Text

E Address (4) Hampshire Text

F Address (5) SO32 2EJ Text

G Address (6) Text

H Address (7) Text

I Country Code Text (4) If not supplied then the default country code will be selected.

J Main Address Y Boolean Flags whether this is the main address of the company or
not. At least one must be flagged as a main address.
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K Sales Invoice Address Y Boolean Should be marked as Y if the company is defined as a

customer.

L Order Address Y Boolean Should be marked as Y if the company is defined as a

supplier.

M Delivery Address Y Boolean Marks this address as the default delivery address.

N Alternate Delivery Y Boolean Marks this address as an alternate delivery address (for
Address customers).

O Alternate Order Y Boolean Marks this address as an alternate order address (for
Address suppliers).

You may define as many addresses as you like to be stored against a company record. Just enter a line per each address in the excel worksheet.
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File format for company contacts

Contacts data for each company are to be stored in the same spreadsheet as
the main company data but in a worksheet called “contacts”.

This data has a one-to-one relationship with the “company” worksheet. This worksheet is not mandatory for successful import of company information.
Remember, the yellow fields within this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Unique Identity 101 Text (5) Yes Must match the unique identity of the company as defined on
the “company” worksheet.

B Title Mr Text (10) This title must first be defined in the system.

C Forename James Text (50) Forename and surname together must be unique for the
company.

D Surname Brown Text (50) Forename and surname together must be unique for the
company.

E Position Managing Director Text (30)

F Salutation Jim Text (50)

G Email [email protected] Text (100) This will be used when emailing sales documents where the
sales document has been linked to this contact.

H Work Phone 02380 861003 Text (50)

I Extension 224 Text (50)

J Home Phone 01202 555666 Text (20)

K Mobile 07798 492756 Text (20)

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L Fax 02380 865783 Text (20)

M Sales Prime Y Boolean Should be set to Y if the company is marked as a customer

or potential customer and marks this contact as your main
sales contact.

Becomes mandatory if the company is a customer or

potential customer.

N Purchase Prime Y Boolean Should be set to Y if the company is marked as a supplier or

potential supplier and marks this contact as your main
purchase contact.

Becomes mandatory if the company is a supplier or potential

supplier.

O Sales Y Boolean Marks this contact as an alternative sales contact.

P Purchase Y Boolean Marks this contact as an alternative purchase contact.

Q Contact Notes Supports Leeds! Text

The mailing address for a contact will be picked up from the address table. First inserted address for a company will become the mailing address
and if not the correct address, would require a manual change within 123insight.
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File format for company text

To be stored in the same spreadsheet as the main company data but in

a worksheet called “text”.

This worksheet is not mandatory for successful import of company information. Remember, the yellow fields within this table denote mandatory
information.

Column Field Name Example Type Key Linked Comments

A Unique Identity 101 Text (5) Yes Must match the unique identity of the company as defined on
the “company” worksheet.

B Text Text

C Quote Header Y Boolean Should be marked as Y if the text is to be shown on

quotation header, N if not.

D Acknowledgement N Boolean Should be marked as Y if the text is to be shown on the

Header sales acknowledgment header, N if not.

E Del. Note Header Y Boolean Should be marked as Y if the text is to be shown on the del.
note header, N if not.

F C of C Header Y Boolean Should be marked as Y if the text is to be shown on the C of

C header, N if not.

G Invoice Header Y Boolean Should be marked as Y if the text is to be shown on the

invoice header, N if not.

H Credit Header Y Boolean Should be marked as Y if the text is to be shown on the

credit note header, N if not.

I ITT Header N Boolean Should be marked as Y if the text is to be shown on the ITT
header, N if not.
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J Purchase Order N Boolean Should be marked as Y if the text is to be shown on the

Header purchase order header, N if not.

K Advice Note Header N Boolean Should be marked as Y if the text is to be shown on the
advice note header, N if not.

L Supplier Schedule N Boolean Should be marked as Y if the text is to be shown on the

Header supplier schedule header, N if not.

M Subcontract Schedule N Boolean Should be marked as Y if the text is to be shown on the

Header subcontract schedule header, N if not.

N Quote Footer Y Boolean Should be marked as Y if the same text is to be shown on

the quotation footer.

O Acknowledgment N Boolean Should be marked as Y if the same text is to be shown on

Footer the sales acknowledgement footer.

P Del. Note Footer N Boolean Should be marked as Y if the same text is to be shown on
the del. note footer.

Q C of C Footer N Boolean Should be marked as Y if the same text is to be shown on

the C of C footer.

R Invoice Footer N Boolean Should be marked as Y if the same text is to be shown on

the invoice footer.

S Credit Footer N Boolean Should be marked as Y if the same text is to be shown on

the credit note footer.

T ITT Footer N Boolean Should be marked as Y if the same text is to be shown on

the ITT footer.

U Purchase Order N Boolean Should be marked as Y if the same text is to be shown on

Footer the purchase order footer.
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V Advice Note Footer N Boolean Should be marked as Y if the same text is to be shown on
the advice note footer.

W Supplier Scheduler N Boolean Should be marked as Y if the same text is to be shown on

Footer the supplier schedule footer.

X Subcontract Schedule N Boolean Should be marked as Y if the same text is to be shown on

Footer the subcontract schedule footer.

Quick reference

Company worksheet:

Other category worksheet:

Customer worksheet:
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Supplier worksheet:

Addresses worksheet:

Contacts worksheet:

Text worksheet:

(2) Company Import

Let’s start by looking at importing company information both what can and can’t be imported
and the format it needs to be in.
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(3) Parts Import

Let’s now take a look at importing parts, again both what can and can’t be
imported and the format it needs to be in.

File format for main parts data

Store in an excel worksheet called “parts”.

This excel worksheet is mandatory for successful import of part information. Remember, the yellow fields within this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Part Number 566/2553 Text (25) Yes

B Description Lever Assembly Text (255)

C Unit of Measure EACH Text (15) The unit of measure does not need to exist in the system.
The import will create it.

D Default Location STORES Text (20) Default Location is not mandatory for Non Stock and
(Location Code) Phantom parts. Also known as Location Code.

E Product Group ABC123 Text (10) The product group code must first be defined in the system
and will be mandatory if it’s been made mandatory in
Accounting Options.
F ABC Code A A–Z

G Price Category Code C A–Z

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H Sales Nominal 3000 Text (25) Nominal assigned by default when this part is sold. This
code does not need to exist in the system, the import will
create this code.

I Purchase Nominal 4000 Text (25) Same as above but for purchases.

J On Hold Flag N Boolean

K Stock Policy Y Boolean Y = Plan through MRP (default if left blank)

N = Kanban part (MRP ignores)

This flag is called ‘Kanban :- MRP to Ignore’ in 123insight.

L Sales Lead Time 4 Number Number of days to quote by default at sales order entry if
there is not enough stock to satisfy the sale.

M Minimum Stock Level 0 Number

N User Analysis Code 01 Red Text (50) Example use = colour

O User Analysis Code 02 P478 Text (50) Example use = Category Code for reporting

P User Analysis Code 03 Text (50)

Q User Analysis Code 04 Text (50)

R User Analysis Code 05 Text (50)

S User Analysis Code 06 Text (50)

T User Analysis Code 07 Text (50)

U User Analysis Code 08 Text (50)

V User Analysis Code 09 Text (50)

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W User Analysis Code 10 Text (50)

X User Analysis Code 11 This part must be handled Text These next 10 fields are totally free format unlimited text
with care as it contains fields.
asbestos.

Y User Analysis Code 12 Text

Z User Analysis Code 13 Text

AA User Analysis Code 14 Text

AB User Analysis Code 15 Text

AC User Analysis Code 16 Text

AD User Analysis Code 17 Text

AE User Analysis Code 18 Text

AF User Analysis Code 19 Text

AG User Analysis Code 20 Text

AH Net Mass 121.22 Number Net Mass in kg for intrastat reporting.

AI Country of Origin code ITA Text (3) For intrastat reporting.

AJ Commodity Code 12345678 Number 8 digit number for intrastat reporting.

AK Supplementary Units 34.55 Number For intrastat reporting.

AL To be left blank
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AM To be left blank

AN Default Bin Location R1C1 Text (20) Bin location. Will be mandatory if it’s made mandatory in
Stock Options.
AO Disallow Sales N Boolean Yes or No. If set to yes then will not allow the part to be
selected for sales order.

AP Web Enabled N Boolean Y if part is enabled to despatch via SO. Default is N.

AQ Bulk Issue N Boolean Y if part is bulk issue. Default is N.

AR Can be stock Y Boolean Y if part is to be a stock item. Default is Y.

AS On concession N Boolean Y if part is on concession. Default is N.

AT Obsolete N Boolean Y if part has to be set as Obsolete.

AU Serial Number Flat Bed Trailers Text (100) Check for the existence of the serial number.
Description
AV RoHS Compliant Y Boolean Flag to set part as RoHS Compliant.

AW Awaiting Sales Review Y Boolean Flag to set part as awaiting sales review.

AX BOMSetQty Decimal Default BOM Set Qty

AZ BOMScrapPercentage Decimal Default BOM Scrap Percentage

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File format for part methods

Method information is to be stored in the same excel spreadsheet as the main parts data but in a worksheet called
“methods”. This data has a one-to-many relationship with main parts data.

Each part must have a current method defined. This worksheet is mandatory for successful import of part information.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Method Type Manufactured Text (25) Yes The three existing method types are:

Manufactured
Purchased
Phantom

B Part Number 566/2553 Text (25) Yes Part number must exist on the parts worksheet.

C Status 1 Number 1 = Current

2 = Alternative
3 = Pending
4 = Obsolete

If only a single method has been assigned to a part, then its

status must be set to current.

D Min Batch Size 1 Number If entered against a purchased part, supplier details
becomes mandatory.

E Order Multiple 2 Number

F Split Works Order to N Boolean If yes, then multiple works orders are generated, each for
Reflect Order Multiple exactly the order multiple, otherwise one works order is
generated.
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G Consolidation Window 1 Number

H Responsibility Code B8 Text (20) A code to the buyer or planner responsible for this part.

I Notes Up-issued to part to account Text

for larger nut.

J Reorder Level 5 Number Reorder level value should be defined as per the precision
for the unit of measure defined for the part.
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File format for part versions

To be stored in the same excel spreadsheet as the main parts data but in a worksheet called “versions”.

This data has a one-to-many relationship with method data.

Each method must have a current version defined. This worksheet is mandatory for successful import of part information.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Version Number 0001 Text (8) Only Alpha-Numeric (0-9 and A-Z) are allowed.

Cell on spreadsheet must be formatted to ‘text’.

B Part Number 566/2553 Text (25) Yes Part number must exist on the parts worksheet.

C Method Type Manufactured Text (25) Must match the method type for the above part number as
defined on the methods worksheet.

D Status 1 Number Yes 1 = Current

2 = Alternative
3 = Pending
4 = Obsolete

If only a single version has been assigned to a method, then

its status must be set to current.

E Part Issue A01 Number Must be defined in Part Issue if required.

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File format for part issues

To be stored in the same excel spreadsheet as the main parts data but in a worksheet called “issues”.

This data has a one-to-many relationship with the main parts data. This worksheet is not mandatory for successful import of part information.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Part Number 566/2553 Text (25) Yes Part number must exist on the parts worksheet.

B Issue Number A01 Text (10) Yes

C Change Note Number CN/00566 Text (20)

D Notes Up-issued to Text (50)

E Drawing Number DR001 Text (30)

F Drawing Issue Issue 1001 Text (20)

G CAD Data ABC Text (60)

H CAD Issues PQR Text (60)

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File format for customer cross reference

To be stored in the same excel spreadsheet as the main parts data, but in a worksheet called
“customers”.

This data has a one-to-many relationship with the main parts data. This worksheet is not mandatory for successful import of part information.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Part Number 566/2553 Text (25) Yes Part number must exist on the parts worksheet.

B Customer Code GEN001 Text (10) Yes This customer code must first be defined in the system.

C Customers Part 1234 Text (25)

Number

D Customers Part Type C Lever Text (255)

Description
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File format for supplier cross reference

To be stored in the same excel spreadsheet but in a worksheet called “suppliers”.

This data has a one-to-many relationship with main parts data. This worksheet is not mandatory for successful import of part information.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Part Number 566/2553 Text (25) Yes Part number must exist in the part sheet.

B Supplier Code SRC001 Text (10) Yes This supplier code must first be defined in the system.

C Rating 1 Number 1 = Preferred supplier

2 = Second choice

Etc…..

D Suppliers Part 789624 Text (25)

Number

E Suppliers Part Text (255)

Description

F Suppliers Lead Time 1 Number In days.

G Suppliers Unit of BOX Text (15) The unit in which the supplier provides these parts. This unit
Measure of measure does not need to exist in the system. The data
import will create this for you.

H Conversion Factor 10 Number Conversion factor between the suppliers unit of measure and
the main parts unit of measure.

In this case, the main unit of measure is EACH, suppliers is

BOX and the conversion is 10 – meaning there are 10 in a
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box.
The conversion factor will default to one if none is defined in
the worksheet.

I Inspection Days 1 Number

J Minimum Quantity 5 Number

K Order Multiple 1 Number

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File format for supplier costs

To be stored in the same excel spreadsheet as the main parts data, but
in a worksheet called “supplier costs”.

This data has a one-to-many relationship with the supplier cross reference data meaning one supplier cross reference may carry many supplier cost entries
(quantity breaks). This worksheet becomes mandatory when a supplier cross reference is defined.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Part Number 566/2553 Text (25) Yes The same 2 field combination (part number and supplier
code) must exist in the supplier cross reference worksheet.

B Supplier Code SRC001 Text (10) Yes

C Supplier rating 1 Number

D Minimum Quantity 1 Number Minimum quantity in the suppliers unit of measure that must
be purchased to receive this cost.

E Cost per 15.99 Number Cost in the suppliers currency.

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File format for part texts

To be stored in the same excel spreadsheet as the main parts

data, but in a worksheet called “texts”.

This data has a one-to-many relationship with the main parts data. This worksheet is not mandatory for sucessful import of part information.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Part Number 566/2553 Text (25) Yes Part number must exist in the part sheet.

B Text Please note: this product is Text Yes Please note: any formatting made on the worksheet is not
hazardous to health, please taken across to 123insight so you will need to format your
handle with care. text in Add/Edit Parts.

C Include on Quotation N Boolean

D Include on N Boolean
Acknowledgment

E Include on Delivery Y Boolean

Note

F Include on C of C Y Boolean

G Include on Invoice N Boolean

H Include on Invitation N Boolean

to Tender

I Include on Purchase N Boolean

Order
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J Include on Advice N Boolean

Note

K Include on Works Y Boolean

Order

Part Entity Level Validation Rules

1. Location codes are not required for Non Stock or Phantom parts. Location codes are mandatory for all other part types.

2. Phantom parts do not require the following fields:

a. Nominal Codes
b. Product Group Codes
c. Location Codes
d. ABC Code
e. Discount Matrix Column Code
f. Responsibility Code
g. Commodity Code
h. Supplier Cross Reference
i. Customer Cross Reference
j. Part Issues
k. Part Text

3. Non Stock parts do not require the following codes:

a. Product Group Code
b. ABC Code
c. Responsibility Code

4. For every Manufactured part, Order Multiple quantity should be less than or equal to Min. Batch Size

5. Part Supplier Cross Reference: combination of Part Number, Supplier Code and Rating must be unique.
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6. If Serial Number description is provided then the import will check if that description exists in the serial number format table.

7. If the status of a version is pending the date effective will automatically be set to be 31/12/3000. All other status’ will be set to the current date.

Quick reference

Parts worksheet:

Methods worksheet:

Versions worksheet:
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Issues worksheet:

Customers worksheet:

Suppliers worksheet:

Supplier costs worksheet:

Texts worksheet:

(3) Parts Import

Let’s now take a look at importing parts, again both what can and can’t be imported and the
format it needs to be in.
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(4) Bills of Materials

Let’s now take a look at importing bills of materials, again both what can and can’t
be imported and the format it needs to be in.

File format for bills of materials

Store in an excel worksheet called “BOMS”

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Parent Part Number 566/2553 Text (25) Yes This part number must exist in the system

B Sequence Number 10 Number Yes Must be unique for prime components.

C Child Part Number 3777465 Text (25) This part number must exist in the system.

D Scrap % 5.50 Number

E Quantity 2 Number

F Comments Component Reference C14 Text

G Prime Y Boolean Put Y if the component is Prime. Default is ‘Y’.

H Method Type Manufactured Text (20) Method Type of parent part of this BOM and the method
must exist in the system.
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I Version Number 0001 Text (8) Version of method being defined.

J Set Quantity 2 Number

Rules for importing BOMS

BOM import is possible for any assembly part, even if it is being used as a component of any other BOM. BOM import is also possible even if BOM is already
defined for part. It will simply add the new components in existing BOM.

Rules regarding method types:

Method Type Can this be a “parent” part? Can this be a “child” part?

Manufactured Yes Yes

Phantom Yes Yes

Purchased No Yes

Non Stock Part No No

We advise that after successful import of bills of materials that you run the Global Cost Recalculation.

(4) Bills of Materials

Let’s now take a look at importing bills of materials, again both what can and can’t be
imported and the format it needs to be in.
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(5) Resources
Let’s now take a look at importing resources, again both what can and can’t be
imported and the format it needs to be in.

File format for resources

Store in an excel worksheet called “Resources”.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Resource Code DRILL Text (10) Yes Must be unique.

B Resource Description Drilling Centre Text (50) Yes

C Resource Type 1 Number 1 = In house

2 = Subcontract

D Allowable Wait Days 2 Number Number of days work is allowed to sit at this resource before
it is started.

E Hourly Set Rate 25.50 Number In base currency. Not required for subcontract resource.

F Hourly Run Rate 17.75 Number In base currency. Not required for subcontract resource.

G Number of Resources 2 Number

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H Planned Efficiency % 80 Number Not required for subcontract resource.

I All resources can be Y Boolean

used for one works
order.

J Hours available 8 0 – 24
Monday

K Hours available 8 0 – 24
Tuesday

L Hours available 8 0 – 24
Wednesday

M Hours available 8 0 – 24
Thursday

N Hours available Friday 8 0 – 24

O Hours available 0 0 – 24
Saturday

P Hours available 0 0 – 24
Sunday
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Validation rules for Resource import

Columns E – P are not required for the import of a sub contract resource.

(5) Resources
Let’s now take a look at importing resources, again both what can and can’t be imported and
the format it needs to be in.
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(6) Routings
Let’s now take a look at importing routings, again both what can and can’t be
imported and the format it needs to be in.

File format for main routings data

Store in an excel worksheet called “Routings”

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Part Number 566/2553 Text (25) Y Must exist in the structure.parts table.

B Operation Number 10 Number Yes Must be unique while defining routing for a single part.

C Resource Code DRILL Text (10) Must exist in system.

D Set Time (minutes) 10 Number

E Run Time (minutes) 4.5 Number

F Subcontract Cost 0 Number

G Wait Time 0 Number Number of days to wait before starting next operation.

H Operation Narrative Drill to drawing and inspect Text

first off.
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I Jet Cam Programmed 1 Number

J Method Type Manufactured Text (20) Method type of the parent part.

K Version 0001 Text (8) Version of method being defined.

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File format for supplier cross reference

To be stored in the same excel spreadsheet as the main routings data but in a worksheet called “Suppliers”.

Suppliers are defined for your sub-contract resources only.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Operation Number 10 Number Yes

B Version Number 0001 Text (8) Yes Must be the same as the version number on the Routings
worksheet.

C Method Type Manufactured Text (20)

D Part Number 566/2553 Text (10)

E Supplier Code SRC001 Text (10) The supplier code must exist in system.

F Rating 1 Number Must be unique for all defined suppliers.

G Lead Time 1 Number In days.

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File format for supplier costs

To be stored in the same excel spreadsheet as the main routings data but in a worksheet called “Supplier
costs”.

This data has a one-to-many relationship with the supplier cross reference data, meaning one supplier cross reference may carry many supplier cost entries.

Again, this data is defined for sub-contract resources only.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Operation Number 10 Number Yes

B Version Number 0001 Text (8) Yes Must be the same as the version number on the Routings
worksheet.

C Method Type Manufactured Text (20)

D Part Number 566/2553 Text (10)

E Supplier Code SRC001 Text (10) The supplier code must exist in system and must be the
same as the supplier code defined on the suppliers
worksheet.

F Minimum Quantity 5 Number Minimum quantity in supplier unit of measure.

G Cost 6.93 Number Cost in the suppliers currency.

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Rules for importing routings

Regarding method types, you must be aware of the following:

Method Type Can this carry a routing?

Manufactured Yes

Phantom No

Purchased No

Non Stock Part No

Validation rules for routings import:

1. Part number, operation number and resource codes are all checked to ensure they are unique.
2. If a parts routing is already defined in database, it will not be overwritten through Data Import.

We advise that you run the global cost recalculation after a successful import of routings.
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Quick reference

Routings worksheet:

Suppliers worksheet:

Supplier costs worksheet:

(6) Routings
Let’s now take a look at importing routings, again both what can and can’t be imported and
the format it needs to be in.
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(7) Batches
Let’s now take a look at importing batches, again both what can and can’t be
imported and the format it needs to be in.

File format for main batch data

This is the stock batches data and is to be stored in an excel worksheet called “Batches”

Please note, if you do not add costs when importing batch information, then these cannot be added at a later date and will affect both your stock
and WIP valuations.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Part Number 566/2553 Text (25) Yes Must already exist in system.

B Batch Number BN/00001 Text (15) Yes

C Location STORES Text (20)

D Bin 45G Text (20)

E Quantity On Hand 100 Number

F Date Received 21/02/2012 Date

G Expiry Date 31/12/2012 Date Must be greater than date received.

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H Last Stock Check Date Must be greater than date received.

Date
I Comments Text

J Standard Material 12.55 Number This is the unit cost.

Cost

K Standard Subcontract 0 Number This is the unit cost.

Cost

L Standard Set Cost 1.22 Number This is the unit cost.

M Standard Run Cost 2.55 Number This is the unit cost.

N Standard Date Set 21/02/2012 Date Must be greater than or equal to date received.

O Actual Material Cost 12.55 Number This is the unit cost.

P Actual Subcontract 0 Number This is the unit cost.

Cost

Q Actual Set Cost 1.22 Number This is the unit cost.

R Actual Run Cost 2.65 Number This is the unit cost.

S Actual Date Set 21/12/2012 Date Must be greater than or equal to date received.

T User Defined Field 01 Text (30)

U User Defined Field 02 Text (30)

V User Defined Field 03 Text (30)

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W User Defined Field 04 Text (30)

X User Defined Field 05 Text (30)

Y User Defined Field 06 Text (30)

Z User Defined Field 07 Text (30)

AA User Defined Field 08 Text (30)

AB User Defined Field 09 Text (30)

AC User Defined Field 10 Text (30)

File format for serial number data

To be stored in the same excel spreadsheet as the main batch data but in a worksheet called “SerialNumbers”

This worksheet is mandatory for successful import of batch information for serialised parts only.

Column Field Name Example Type Key Linked Comments

A Batch Number BN/00001 Text (15) Yes

B Serial Number FBT06/10211 Text (25) Yes

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Validation rules for stock batch import

1. Import of purchased part batches will not allow for set/run/subcontract costs.

2. Once your batches have been imported, the “stock header” records will be updated to reflect the total in stock. At this point we would advise running a
stock valuation report to check the validity of your import.

3. If the serial number for any batch is provided then the number of serial numbers should be equal to the on hand stock level of that batch.

(7) Batches
Let’s now take a look at importing batches, again both what can and can’t be imported and
the format it needs to be in.
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(8) Sales Orders

Let’s now take a look at importing sales orders, again both what can and can’t be
imported and the format it needs to be in.

In most cases it is advisable to re-key sales orders. However, if this is not practical then this section covers the format of the Sales Headers and the Sales
Lines. You should only import the outstanding quantities – do not attempt to reflect part deliveries as the delivery history will not be present in 123insight. So if
the sales order was for 10 but you have already shipped 6, then import the sales order in 123insight as a quantity ordered of 4.

File format for sales header data

To be stored in an excel worksheet called “Sales Headers”.

This worksheet is mandatory for successful import of Sales Orders information.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Sales Order Number SO/1500 Text (15) Yes Must be unique

B Customer Code GEN001 Text (10) Yes Must exist in the system.

C Purchase Order PO/123456 Text (25)

Number
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D Sales Status 1 Number 1 = Okay

2 = On Hold
3 = On Stop
4 = Pro-forma

Will pick default status if no sales status is provided.

E Company Division XYZ Ltd. Text (100) Will be mandatory if the option for trade as multiple divisions
is selected.

F Project Section P1/{General} Text (200) If Project Section has been set as mandatory on sales
orders, within sales options, then this will be mandatory on
import.

All other data required in the header will be picked up from the defaults on the customer file.
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File format for sales line data

To be stored in the same excel spreadsheet as the sales order header data but in a worksheet called “Sales
Lines”

This data has a one-to-many relationship with the sales headers. This worksheet is not mandatory for successful import of sales order information.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Sales Order Number SO/1500 Text (15) Yes Must exist in the Sales Header sheet.

B Part Number 566/2553 Text (25) Yes Must exist in the system.

C Quantity 4 Number

D Planned Despatch 20/02/2012 Date

Date

E Customer Required 20/02/2012 Date

Date

F Unit Price 45 Number In the customer currency

G Discount % 5 Number

H Tax Code T1 Text (10)

I Nominal Code 1000 Text (25)

J Memo Date 2 Date

K Memo Date 3 Date

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Quick reference

Sales Headers worksheet:

Sales Lines worksheet:

(8) Sales Orders

Let’s now take a look at importing sales orders, again both what can and can’t be imported
and the format it needs to be in.
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(9) Purchase Orders

Let’s now take a look at importing purchase orders, again both what can and can’t
be imported and the format it needs to be in.

In most cases it is advisable to re-key purchase orders. However, if this is not practical then this section covers the format of the Purchase Headers and the
Purchase Lines. You should only import the outstanding quantities – do not attempt to reflect receipt deliveries as the receipt history will not be present in
123insight. So, if the purchase order was for 10 but you have already received 6, then import the purchase order in 123insight as a quantity ordered of 4.

File format for purchase header data

To be stored in an excel worksheet called “Purchase Headers”.

This excel sheet is mandatory for successful import of purchase order information.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Purchase Order PO/4000 Text (15) Yes Must be unique
Number

B Supplier Code SRC001 Text (10) Yes Must exist in the system.

All other data required in the header will be picked up from the defaults on the supplier file.
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File format for purchase line data

To be stored in the same excel spreadsheet as the purchase order header data but in a worksheet called
“Purchase Lines”

This data has a one-to-many relationship with purchase headers. This worksheet is not mandatory for successful import of purchase order information.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Purchase Order PO/4000 Text (15) Yes Must exist in the Purchase Header sheet.
Number

B Part Number 566/2553 Text (25) Yes Must exist in the system.

C Quantity 4 Number

D Planned Receipt Date 20/02/2012 Date

E Part Issue A5 Text (10) Must match a valid part issue number in the system.

F Unit Cost 45 Number In the supplier currency.

G Tax Code T1 Text (10)

H Nominal Code 2000 Text (25)

I Required Date 20/02/2012 Date Date on which the part is required.

J Memo Date 2 Date

K Memo Date 3 Date

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If a unit of measure exists for the supplier/part combination (in the supplier cross reference information) then it will be used along with its conversion.
Otherwise, the standard stock unit of measure will be used.

Your 123insight database should have at least one company delivery address defined before importing purchase orders.

(9) Purchase Orders

Let’s now take a look at importing purchase orders, again both what can and can’t be
imported and the format it needs to be in.
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(10) Sales Invoice Credits

Let’s now take a look at importing legacy Sales Invoices and Credits, again both
what can and can’t be imported and the format it needs to be in.

This section covers importing legacy Sales Invoices and Credits, so that a history of invoices and credits raised prior to using 123insight, can be viewed from
123insight. The same import sheet is used for both invoices and credit notes.

File format for Sales Invoice Credits

To be stored in an excel worksheet called “Invoice Credits”.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Customer Code GEN001 Text (15) Must exist in the system.

B Part Number 566/2553 Text (25) Must exist in the system.

C Invoice Credit Number SI/1000 Text (15)

D Ledger Document 1 or 2 Number 1 = Invoice

Type 2 = Credit note

E Despatch Date 28/08/2013 Date Must be a valid date format.

F Invoice Date 28/08/2013 Date Must be a valid date format.

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G Financial Year End 31/12/2013 Date Must be a valid date format.

Date

H Sales Order Number SO/2000 Text (15) Sales order number for the invoice/credit note.

I Line Number 1 Number Line number of the sales order the invoice/credit note is
raised against.

J Purchase Order PO/5100 Text (20) Customers purchase order number.

Number

K Delivery Note Number DN/123 Text (256) Delivery note number for the invoice/credit note.

L Quantity 10 Number Quantity on invoice/credit note.

M Exchange Rate 1.10 Number

N Unit Cost 100 Number This is in the customers currency.
O Total Cost 1000 Number This is in the customers currency.

(10) Sales Invoice Credits

Let’s now take a look at importing legacy Sales Invoices and Credits, again both what can
and can’t be imported and the format it needs to be in.
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(11) Purchase Invoice Debits

Let’s now take a look at importing legacy Purchase Invoices and Debits, again
both what can and can’t be imported and the format it needs to be in.

This section covers importing legacy Purchase Invoices and Debita, so that a history of invoices and debits raised prior to using 123insight, can be viewed
from 123insight. The same import sheet is used for both invoices and debit notes.

File format for Purchase Invoice Debits

To be stored in an excel worksheet called “Invoice Debits”.

Remember, the yellow fields in this table denote mandatory information.

Column Field Name Example Type Key Linked Comments

A Supplier Code ALL001 Text (15) Must exist in the system.

B Part Number 566/2553 Text (25) Must exist in the system.

C Invoice Debit Number SR 12345 Text (15)

D Ledger Document 3 or 4 Number 3 = Invoice

Type 4 = Debit note

E Received Date 28/08/2013 Date Must be a valid date format.

F Invoice Date 28/08/2013 Date Must be a valid date format.

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G Financial Year End 31/12/2013 Date Must be a valid date format.

Date

H Purchase Order PO/4001 Text (15) Purchase order number for the invoice/debit note.
Number

I Line Number 1 Number Line number of the purchase order the invoice/debit note is
raised against.

J GRN GR/742 Text (20) Goods Received Note reference.

K Delivery Note Number DN/123 Text (256) Delivery note number for the invoice/debit note.

L Quantity 10 Number Quantity on invoice/debit note.

M Exchange Rate 1.10 Number

N Unit Cost 100 Number This is in the customers currency.
O Total Cost 1000 Number This is in the customers currency.

(11) Purchase Invoice Debits

Let’s now take a look at importing legacy Purchase Invoices and Debits, again both what can
and can’t be imported and the format it needs to be in.
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(12) Common Mistakes

To help you out, here is a page of common mistakes should you find your import
has been unsuccessful.

If you find that your import has been unsuccessful, you may find it useful to first read this page of the common mistakes that can be made, before contacting
Support.

1. The cell in the spreadsheet containing the version number for a method hasn’t been formatted to text.

2. Worksheets being incorrectly named.

3. Putting headers on your worksheet to identify the columns but not deleting them before import.

4. Adding data into fields which is not mandatory and not necessary.

5. Spelling mistakes.

6. Invalid characters are being used. The most common is the apostrophe.

7. The spreadsheet you are trying to import is not as per the format shown here in our guidelines.

8. Number cells contain letters.

9. Trying to update a current record.

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10. Address is incorrectly formatted as per your fixed address format set in 123insight. E.g. if your fixed address is set up in 123insight like the below:

t
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Then using our example of the address

Unit 10 The Sawmills,

Durley, Southampton,

Hampshire,

SO32 2EJ

would be entered as follows on the addresses tab for importing.

Column Field Name Example Type Key Linked Comments

B Address (1) Unit 10 The Sawmills Text

C Address (2) Durley Text

D Address (3) Text

E Address (4) Southampton Text

F Address (5) Hampshire Text

G Address (6) SO32 2EJ Text

H Address (7) GB Text

This therefore matches your set up as per the fixed address format. Of course, which fields are mandatory and what data is to be completed in each
field will be different depending on your settings. Please check your fixed addresses before importing.