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Material Import

 

Introduction

The OCS applications have the ability to load information from an external file into the catalogue. To do this the external file must be in a certain format. This file could be provided by the supplier or may have to be converted using a conversion tool/script/program. 

Material import loads basic catalogue information from an external file in CSV format. Optionally it can load an associated kit list for the main items. Any items where the manufacturer/part number already exists in the catalogue will be bypassed and the associated kit list will not be loaded.

A kit list upload may be performed by itself without the basic catalogue. Items in the kit list upload will overwrite existing kit lists.

Unless otherwise indicated all fields left justified, alphanumeric and are mandatory. Fields indicated numeric are Right Justified and the length includes the number of decimal places and the decimal point. All date fields are in the format CCYYMMDD.

The material import will email the authority with a lit of exceptions and optionally a list of items loaded.

The format of the material import file is:

Field Length Comments
Stock Number 8 Optional Field. The requested stock number. If blank, a new stock number will be generated. Existing stock numbers will be overwritten with the new item information.
Manufacturer 8 The manufacturer that the part number relates to.  This manufacturer must exist in the OCS manufacturer/supplier maintenance screen. 
Part Number 40 The part number.
Description 65 Short Description of the part.
Unit 4 Optional Field. Must be a valid unit code. The default unit from the catalogue control screen will be used if left blank.
Supplier 8 Optional Field. Must be a valid supplier. Must be supplied to import pricing information.
Site Code 2 Optional Field. Must be a valid site code.
Warehouse code 2 Optional Field. Must be a valid warehouse code.
UnitCost 14 Optional Field. The Unit price of the part. Numeric with 4 decimal places. Can be 0 in which case prices will not be imported.
INC 5 Optional Field. Valid Item Name Code of the part.
Group/Class 4 Optional Field. Valid Group/Class of the part.
Catalogue Type 2 Optional Field. Valid Catalogue Type of the part.
Expense Element 14 Optional Field. Valid Expense Element
Part Number Identify 1 Optional Field. Set to "Y" to switch the part number identify indicator on.
Control Group 4 Optional Field. Valid Control Group of the part.
Material Type 20 Optional Field. Valid Material Type of the part.
GST Exempt 4 Optional Field. Set to "Y" to switch the GST Exempt indicator on.
Category 2 Optional Field. Valid Category of the part.
Quality Status 2 Optional Field. Valid Quality Status Code.
Hazardous Mat Ref 8 Optional Field. Valid Reference.
Inspection Required 1 Optional Field. Set to "Y" to switch the inspection indicator on.
Inspection Resp Code 2 Optional Field. Valid Inspection Responsibility Code.
Scratch Pad 20 Optional Field. Any free text.
Filler 1 10 Optional Field. Filler Message.
Filler 2 10 Optional Field. Filler Message.
Status 1 Optional Field. Valid Status Code.
Contract Item 1 Optional Field. Set to "Y" to switch the contract indicator on.
Approval 20 Optional Field.  Approval Message.
Manufacturer (2) 8 Optional Field. The alternative manufacturer that the part number relates to.  This manufacturer must exist in the OCS manufacturer/supplier maintenance screen.
Part Number (2) 40 Optional Field. The alternative Part Number.
Status (2) 1 Optional Field. Alternative Valid Status Code.
Identifiable (2) 1 Optional Field. Set to "Y" to switch the alternative indentification indicator on
Contract Item (2) 1 Optional Field. Set to "Y" to switch the alternative contract indicator on.
Approval (2) 20 Optional Field. Alternative Approval Message.
Part Description (2) 40 Optional Field. Alternative Part Description.
Cross Reference Code (1) 2 Optional Field. Valid Cross Reference Code.
Cross Reference (1) 40 Optional Field. Cross Reference Text.
Cross Reference Code (2) 2 Optional Field. Valid Cross Reference Code.
Cross Reference (2) 40 Optional Field. Cross Reference Text.
Cross Reference Code (3) 2 Optional Field. Valid Cross Reference Code.
Cross Reference (3) 40 Optional Field. Cross Reference Text.
Cross Reference Code (4) 2 Optional Field. Valid Cross Reference Code.
Cross Reference (4) 40 Optional Field. Cross Reference Text.
Cross Reference Code (5) 2 Optional Field. Valid Cross Reference Code.
Cross Reference (5) 40 Optional Field. Cross Reference Text.
Cross Reference Code (6) 2 Optional Field. Valid Cross Reference Code.
Cross Reference (6) 40 Optional Field. Cross Reference Text.
Cross Reference Code (7) 2 Optional Field. Valid Cross Reference Code.
Cross Reference (7) 40 Optional Field. Cross Reference Text.
Cross Reference Code (8) 2 Optional Field. Valid Cross Reference Code.
Cross Reference (8) 40 Optional Field. Cross Reference Text.
Cross Reference Code (9) 2 Optional Field. Valid Cross Reference Code.
Cross Reference (9) 40 Optional Field. Cross Reference Text.
Cross Reference Code (10) 2 Optional Field. Valid Cross Reference Code.
Cross Reference (10) 40 Optional Field. Cross Reference Text.
Unpatterned Description 99 Optional Field. Free Text.

The format of the associated kit list file is:

Field Length Comments
Manufacturer 8 The manufacturer that the part number relates to.  This manufacturer must exist in the OCS manufacturer/supplier maintenance screen. 
Part Number 40 The part number.
Kit Manufacturer 8 The kit manufacturer that the part number relates to.  This manufacturer must exist in the OCS manufacturer/supplier maintenance screen. 
Kit Part Number 40 The part number of the kit item.
Description 65 Short Description of the part.
Unit 4 Optional Field. Must be a valid unit code. The default unit from the catalogue control screen will be used if left blank.
Kit Quantity 12.4 Numeric with 4 decimal places. The number of units in the kit.
INC 5 Optional Field. Valid Item Name Code of the part.
Group/Class 4 Optional Field. Valid Group/Class of the part.
Catalogue Type 2 Optional Field. Valid Catalogue Type of the part.
Expense Element 14 Optional Field. Valid Expense Element
Part Number Identify 1 Optional Field. Set to "Y" to switch the part number identify indicator on.
Control Group 4 Optional Field. Valid Control Group of the part.
Material Type 20 Optional Field. Valid Material Type of the part.
GST Exempt 4 Optional Field. Set to "Y" to switch the GST Exempt indicator on.
Category 2 Optional Field. Valid Category of the part.

The Manufacturer/Part Number in the kit list file must be one of the items that is to be imported in the material import file. The Kit Manufacturer/Kit Part Number does not have to be contained in the material import file.
 

Examples

Material import File.

00054321,CAT,AC-777B-4YC-1000,KIT DESCRIPTION,KIT,SUPP1,01,01,460.79,INC1,0101,,7500,Y,T1,Part,,C1,FC,HAZ1,Y,12,NO DETAILS,,,Q,Y,APPR REQ,SUPP2,WAQ-33432-G,Z,N,N,T2,JAJA,TO,TOURCH-BATTERY,CC,CLOTHING,,,,,,,,,,,,,,,,,ALLIED PARTS CAN NOT BE SOURCED
,CAT,AC-777B-4YC-2000,ANOTHER KIT DESCRIPTION,KIT,SUPP1,01,01,460.79,INC1,0101,,7500,Y,T1,Part,,C1,FC,HAZ1,Y,12,NO DETAILS,,,Q,Y,APPR REQ,SUPP2,WAR-33432-G,Z,N,N,T2,JAJA,TO,TOURCH-BATTERY,CC,CLOTHING,,,,,,,,,,,,,,,,,ALLIED PARTS CAN NOT BE SOURCED
 

Associated Kit List File.

CAT,AC-777B-4YC-2000,CAT,1R0719,FILTER A,EA,1,,,,,,,,,
CAT,AC-777B-4YC-2000,CAT,1R0741,ELEMENT AS-H,EA,4,INC1,0101,,7500,Y,T1,Part,,C1
CAT,AC-777B-4YC-2000,CAT,1R0755,FILTER A,EA,1,INC1,0101,,7500,Y,T1,Part,,C1
CAT,AC-777B-4YC-2000,CAT,2H5001,RING,EA,1,INC1,0101,,7500,Y,T1,Part,,C1
CAT,AC-777B-4YC-2000,CAT,2P4005,FILTER A-OIL,EA,2,INC1,0101,,7500,Y,T1,Part,,C1

Template

An MS-Excel template can be used to input the data, which then can be exported as a CSV file.