Creating an item profile allows you to log a specific, physical batch of goods into your system. By linking this item to your predefined Products and Materials, you can track exact quantities and trace the physical location of the batch as it moves through your supply chain.
Manually Add Items
Initiate New Entry: From your main Items list, click the black + Add new button located in the top right corner. An Add item side panel will slide out.
Define the Item and Product: In the Main information section, you will link this physical batch to your broader catalog:
ID: Type a unique identifier or name for this specific batch.
Product: Click the dropdown to select the trade item this batch belongs to.
Variant: If applicable, choose the specific variation (this can be set in Products).
Materials: Select the exact raw species contained within this batch from the dropdown menu. You can select multiple species if necessary (this can be set in Products).
Enter Quantity and Batch Details: Scroll down to define the size and internal tracking numbers:
Batch / Lot number(s): Enter any relevant internal codes and press Enter to lock it in.
Initial quantity: Type in the starting amount for this batch . Note: The Unit of measurement will automatically populate based on the Product you selected in the previous step.
Set the Locations: Identify where this batch originated and where it is currently physically sitting:
Created at location: Use the dropdown to select the facility where this batch was first created or processed.
Creation date: Enter the specific date it was created, or select a date range.
Current / last location: Select the facility where the batch is currently located. If it hasn't moved since creation, you can simply check the Same as created at location box.
Save the Item: Once all details are filled out, click the black Save button in the top right corner. A green Item created confirmation message will appear, and you can now view the detailed profile for your new batch.
Bulk Add Items
If you have multiple items that share similar characteristics (like the same product or starting location), the Bulk Add wizard lets you define common attributes once and then quickly list out the specific batches.
Select Bulk add items: From the dropdown menu next to the Add new button, select Bulk add items.
Step 1: Set Values: A three-step tab will open. First, define the default attributes that will apply to all the new items in this batch.
Check the boxes next to the fields you want to standardise (e.g., Product, Materials, Unit of measurement, Current / last location) and select the appropriate values.
Click the black Next button to proceed.
Step 2: Enter Item Details: You will see a table where your predefined attributes are already populated. Now, define the unique details for each specific item:
Use the + Add 1 item(s) button in the bottom left corner to generate new rows for additional batches.
Ensure all mandatory fields (such as Initial quantity and Created at location) are filled out for every row.
Once all items are listed, click Create [X] item(s) in the bottom right corner.
Step 3: Create Items: The system will begin generating your batches. Please remain on this page until the loading process finishes and the system confirms all items are successfully created.
Import Items via CSV
If you need to upload a large list of Items, you can use the CSV import tool to save time.
Access the Import Tool: On the main Items page, hover over the downward-pointing arrow immediately to the right of the + Add new button. Select Import via CSV from the dropdown menu.
Download the Sample Template: An Import Items window will pop up. Before uploading, it is highly recommended to click the blue Download sample CSV link. This provides you with a pre-formatted spreadsheet ensuring your data is structured exactly how the system requires.
Upload Your Data: Once your CSV file is filled out and ready:
Click the green Choose file button to browse your computer and select the file.
Alternatively, you can drag and drop your completed CSV file directly into the designated area in the window.
The system will automatically proceed to the Map tab. Review the mapping to ensure your spreadsheet columns align correctly with the designated system fields (for example, mapping your "Country Code" column to the "Country Code" system field). Click Next when you are ready.
In the Validate tab, review your rows to ensure the data is ready to import and check if there are any errors or skipped rows. Click the Validate button at the bottom of the screen, followed by Import records.
The system will process the data in the Import tab. Once finished, a summary will display the number of successfully imported records and any failures.
You can view the status and details of your import in the Admin area: Imported information. If the upload is successful, the data will be automatically populated in your main Items page.
