This template lets you create and update supply items, define where they are stored, manage stock quantities, and register batches. It is the main template for setting up your supply inventory.
What Is It For
Use this template to:
Register new supply items with their name, category, measurement unit, and description
Set storage locations and stock levels for each item
Register batch information including unit price and expiration date
Assign responsible users, purchasers, and vendors to each item
Define stock thresholds (maximum, minimum, and restock point) for each location
Classify items using ABC and XYZ methods
Update existing items by providing their ID
The system automatically groups rows that share the same item attributes into a single item with multiple storage positions. This means a single item can appear across several rows, each representing a different storage location.
Import and Export
This template supports both import and export.
Export downloads all registered supply items with their stock positions. Each row represents an item at a specific storage location. The same item may appear in multiple rows if it is stored in multiple locations.
Import creates new items or updates existing ones. Leave ID empty to create a new item; provide an existing item ID to update.
Export from import is available after a successful import and downloads the imported data in spreadsheet format.
Column Reference Table
Column | Required | Type | Allowed Values |
ID | No | Text | Existing item ID (for update). Leave empty to create. |
Name | Yes | Text | Up to 255 characters |
Measurement Unit | No | Dropdown | An existing measurement unit |
Category | No | Dropdown | An existing item category |
Lead Time in Days | No | Number | Positive integer |
Inventory Control Method | No | Dropdown | FIFO, LIFO, FEFO |
Identifier Code | No | Text | Unique per company |
External Identifier Code | No | Text | Unique per company |
Code NCM/HS | No | Text | Fiscal classification code |
Description | No | Text | Free text |
Assigned Names | No | Dropdown list | Existing user or team names, separated by commas |
Purchasers | No | Dropdown list | Existing user or team names, separated by commas |
Vendors | No | Dropdown list | Existing vendor names, separated by commas |
Inventory Item Tags | No | Text list | Free text tags, separated by commas |
Location or Stock Address Path | No | Text | Storage location path (for example, Warehouse / Shelf 1) |
Balance in Stock | No | Number | Quantity at this location |
Identification Batch | No | Text | Batch identifier |
Unit Price | No | Number | Price per unit |
Expiration Date | No | Date | YYYY-MM-DD format |
Maximum Stock | No | Number | Maximum allowed stock at this location |
Restock Point | No | Number | Reorder trigger level |
Minimum Stock | No | Number | Minimum stock before alert |
XYZ Classification | No | Dropdown | X, Y, Z |
ABC Classification | No | Dropdown | A, B, C |
Columns in Detail
ID The unique identifier of an existing supply item. Provide it to update an existing item. Leave empty to create a new one.
Name The name of the supply item. Maximum 255 characters. This is the only required column. It is also used as part of the grouping logic to determine whether multiple rows represent the same item.
Measurement Unit The unit used to measure this item (for example, Unit, Kilogram, Meter, Liter). Must be an existing measurement unit in the system. Import measurement units first if they do not exist yet.
Category The category of the item (for example, Fasteners, Lubricants, Bearings). Must be an existing category in the system.
Lead Time in Days The typical number of days needed to replenish this item from a supplier. Must be a positive whole number.
Inventory Control Method The method used to manage stock rotation. Allowed values: FIFO (First In, First Out), LIFO (Last In, First Out), FEFO (First Expired, First Out).
Identifier Code An internal code for the item, such as a barcode or QR code. Must be unique within the company. Leave empty if not applicable.
External Identifier Code A code used by external systems or partners to reference this item. Must be unique within the company.
Code NCM/HS The fiscal classification code for the item, used for tax and trade purposes.
Description A detailed description of the item. Free text.
Assigned Names The names of users or teams responsible for this item. Must be existing users or teams. Separate multiple values with commas.
Purchasers The names of users or teams responsible for purchasing this item. Must be existing users or teams. Separate multiple values with commas.
Vendors The names of vendors who supply this item. Must be existing vendors in the system. Separate multiple values with commas.
Inventory Item Tags Labels for organizing and searching items. Free text. Separate multiple values with commas.
Location or Stock Address Path The hierarchical path to the storage location. Use a forward slash (/) to separate levels (for example, Warehouse / Shelf 1). The system treats the first level as the root storage and nested levels as child locations. The path must match an existing storage location in the system.
Balance in Stock The current quantity of the item at this specific storage location.
Identification Batch A label identifying the specific batch of the item. Used for traceability.
Unit Price The price per unit of the item for this batch. Used for inventory valuation.
Expiration Date The expiration date for this batch. Use the format YYYY-MM-DD (for example, 2025-12-31).
Maximum Stock The maximum quantity allowed at this storage location. Used to prevent overstocking.
Restock Point The stock level at which a reorder should be triggered. When stock drops to or below this value, the system signals that replenishment is needed.
Minimum Stock The minimum acceptable stock level at this storage location. Dropping below this value generates an alert.
XYZ Classification Classifies the item by demand predictability. Allowed values: X (stable demand), Y (variable demand), Z (unpredictable demand).
ABC Classification Classifies the item by value and importance. Allowed values: A (high value), B (medium value), C (low value).
Custom Fields
This template supports custom fields. If your company has custom fields configured for supply items, additional columns will appear in the template. Fill them following the format indicated in the column header or in the platform configuration.
Tips
Import measurement units and categories before importing items if they do not exist yet.
The system groups rows into the same item when all core fields match (Name, Category, Measurement Unit, Identifier Code, External Code, NCM/HS Code, Vendors, Purchasers, Assigned Names, Tags, Inventory Control Method, Lead Time, Description). Use this to register one item across multiple storage locations.
Storage locations follow a hierarchy separated by forward slashes. The batch quantity is assigned to the root storage (the first level).
Identifier Code and External Identifier Code must be unique within the company. Using a code that already belongs to another item will cause an error.
Verify that vendors, users, teams, and storage locations exist in the system before importing.
Run validation before importing large files to catch errors early.
For updates, provide the item ID in the ID column. Only fill the columns you want to change.
Example Rows
Create a basic item
ID | Name | Measurement Unit | Category | Location or Stock Address Path | Balance in Stock |
Bearing 6205 | Unit | Bearings | Warehouse | 50 |
Same item across multiple storage locations
ID | Name | Category | Measurement Unit | Vendors | Location or Stock Address Path | Balance in Stock | Unit Price |
M10 Bolt | Fasteners | Unit | Vendor A | Warehouse | 100 | 0.50 | |
M10 Bolt | Fasteners | Unit | Vendor A | Warehouse / Shelf 1 | 50 | 0.50 | |
M10 Bolt | Fasteners | Unit | Vendor A | Warehouse / Shelf 2 | 30 | 0.50 |
In this example, the system creates a single item "M10 Bolt" with three storage positions and a total batch of 180 units.
Item with full configuration
ID | Name | Measurement Unit | Category | Lead Time in Days | Inventory Control Method | Description | Assigned Names | Vendors | ABC Classification | XYZ Classification |
Lubricating Oil | Liter | Lubricants | 14 | FIFO | Industrial lubricating oil for motors | Maintenance Team | Oil Supplier Inc | A | X |
Frequently Asked Questions
How does the system know that multiple rows are the same item? The system groups rows when all core fields match: Name, Category, Measurement Unit, Identifier Code, External Code, NCM/HS Code, Vendors, Purchasers, Assigned Names, Tags, Inventory Control Method, Lead Time, and Description. If all of these are identical across rows, they are treated as the same item in different storage locations.
What happens to stock quantities when rows are grouped? Each storage location keeps its own balance. The total batch quantity (sum of all location balances) is assigned to the root storage.
How does storage hierarchy work? Locations without a forward slash are root storages (for example, Warehouse). Locations with forward slashes are child storages linked to their root (for example, Warehouse / Shelf 1 is a child of Warehouse).
Can I update an existing item? Yes. Fill the ID column with the existing item's identifier. Only fill the columns you want to change.
What if a category or measurement unit does not exist? The import will fail for that row. Register categories and measurement units in the system before importing items.
Can I import items without a storage location? Yes. Leave the Location or Stock Address Path empty. The item will be created without stock positions.
If you have questions, contact support or refer to the platform documentation.