Table of Contents
In the Fleetio system, Inventory tracking allows you to manage the quantity on hand of Parts at various warehouse Locations. This guide provides an overview of the file requirements and supported values for importing Inventory.
TIP: The best place to find information about Data Imports in Fleetio is the Data Import Overview article. This resource includes step-by-step instructions, training videos, and guidance on how to prepare your import data file.
IMPORTANT: To perform a Part Inventory Import, you must have at least one Part Location in your Account Settings. If you do not have any Part Locations, the prefilled template will not produce any results when exported.
Updating Existing Parts Inventory with the Import Template
We recommend using the Parts Inventory Import Template.
- Go to the + Quick Add menu and select Import Data.
- Click Browse Import Templates.
- Click Parts in the Import Templates menu on the left.
- Click the Download drop-down for Part Inventory and select Prefilled Template
NOTE: If you are using a spreadsheet generated from another system, modifications to the file type and data may be needed to ensure the proper format and data mapping.
Data Requirements
Be sure to note the Required section and column in the chart below.
Columns marked Yes are always Required, whereas those marked No may be left as blank cells in the import file - the entire column can be skipped during the mapping process if it is omitted for all rows.
IMPORTANT: Unlike with NEW data imports, you do NOT need to include required fields if you are updating data, as long as you include the part_id.
- During the mapping process, it is essential to map the fleetio_id column from the source file to the Id field in the Fleetio Field Mapping drop-down box. The Id field is what notifies Fleetio that the import is intended to "update" data, and not create NEW records.
- Reference the Update Existing Data via Import File article for more details.
Columns & Values
Required Fields
These fields are required for Parts Inventory imports unless otherwise noted.
| Column | Required? | Notes |
|---|---|---|
| part_id | * See Below |
This field is NOT required and should be left blank for all NEW parts being added. This field is ONLY required when updating existing parts in Fleetio. SEE: Updating Data via Import File. |
|
part_number (do not edit) |
Yes | The import template includes one row for every Part / Location combination, whether or not the part is Active in the Location. |
|
location_name (do not edit) |
Yes | The import template includes the pre-filled Location name; the Location MUST exist in the Fleetio database prior to import. |
| available_quantity | ** See Below | |
| unit_cost_of_added_inventory | *** See Below | The cost in this field must be numerical (e.g. 49.99 NOT $49.99) |
* part_id is required only when updating existing parts. It is NOT required when adding new parts.
** available_quantity is required for accounts using an Advanced Inventory Valuation Method. The inventory sets in Fleetio will be incremented or decremented based on the new value. If the new available_quantity is greater than the current quantity in Fleetio, the unit_cost_of_added_inventory must also be included, and will be applied as the unit cost for the inventory set. If the new available_quantity is less than the current quantity in Fleetio, the unit_cost_of_added_inventory must be left blank, and existing sets will be decremented according to set unit cost, in LIFO/FIFO order.
*** unit_cost_of_added_inventory is required for accounts using an Advanced Inventory Valuation Method, when the new available_quantity is greater than the current quantity in Fleetio.
NOTE: For more information on Advanced Inventory Valuation Methods, See Advanced Inventory Valuation: Average Cost Method or Advanced Inventory Valuation: FIFO or LIFO Method.
Other Fields
These fields are not required but are recommended when possible to ensure the accuracy of your data in Fleetio.
| Column | Required? | Notes |
|---|---|---|
| active | No | true/false NOTE: must be true in order for a part to have a Location |
| track_inventory | No | true/false NOTE: must be true in order for Location, Quantity, and Reorder Point to be recorded |
| aisle | No | |
| row | No | |
| bin | No | |
| reorder_point | No |
Parts Inventory Import Process
For detailed step-by-step instructions, refer to the Update Existing Data via Import File article.
Importing New Parts with the Import Template
As described above, the Parts Inventory Import can be used to update inventory details for your existing part data. To quickly and easily create new part records with the import, do NOT map the part_id field, which matches the updates to existing data. If you would like to create new parts through the inventory import, the part_number must be unique. You can import Parts and Inventory with a single file this way. However, part details like unit cost must be imported separately using the Parts Import Guide.
Inventory Imports in Parts Activity
Parts Inventory import history will be displayed in the Inventory Activity tab of the Parts details page, showing the initial quantity or adjustment made.
Rollbacks
Most imports can be "rolled back" in case of error. However, rollback is only available for imports with new records. Since the Parts Inventory update changes existing Fleetio records, rollback is not available for this import type.
TIP: Learn more in the Import Rollbacks article.
