Entering and Modifying Inventory Parts using Spreadsheet Data Manager—Exercises

Main Exercise

Purpose: The purpose of this exercise is to learn how to enter and modify inventory parts in Microsoft® Excel and then import that new or modified data into IFS Applications using the Spreadsheet Data Manager (SDMan).

Windows: (SDMan is installed locally and then is available from the IFS Applications menu within Excel.)
Part Information Analysis
Inventory Parts
Inventory Part

Enter Inventory Part, Basic

1. Open Excel and open a new workbook or select an empty worksheet from an existing workbook. Optionally rename the active sheet Inventory Part NEW.
2. When you create a new inventory part for IFS Applications, data in many fields is mandatory. Set up your Excel sheet with one spreadsheet column for each mandatory field and then enter the data for each inventory part under the appropriate column headings. The table below shows the mandatory fields in the First Row column and possible values for inventory parts in the Second Row and Third Row columns. The Comment column in the table indicates information that may be helpful to you as you enter the inventory part data. (The table below shows the fields listed down in one column even though they will be listed across in one row on your spreadsheet. This is because it is impractical to fit all the mandatory fields horizontally in this file. You may copy the below table and paste it into a temporary Excel sheet, then copy the table in Excel and use the Paste Special, Transpose command to paste the table transposed.)

Notes:

• Field values are language sensitive! If you are not sure what values to use, open the Part Information Analysis window, and find an existing inventory part with the type of value you want to enter for the new inventory part.

• When you create an inventory part, the part also is automatically registered in the IFS part catalog. You also can enter field values for the part catalog record into the Excel sheet and those values can be imported with the inventory part data.

• When you import the inventory part data, the part also will be automatically registered as a purchased part. You cannot enter field values for the purchase part using the import process described in this lesson. Instead, follow the instructions in the Entering and Modifying Purchased Inventory Parts using Spreadsheet Data Manager lesson.

3. When you have entered all mandatory inventory part data, select Spreadsheet Data Manager from the IFS Applications menu and then log on to SDMan using your Windows logon. You will need to log on to SDMan only once during an Excel session. Note: For your user name, use the form <Domain>\<User Name>, e.g., EUROPE\MANDERSSON.
4. Click the Inventory Part option and then click Next.
5. Click New and then click Next.
6. While in the Data Range field, either select the Excel lines holding the inventory part information, or enter the cell references directly into the Data Range field.
7. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
8. Click the Part No field, then enter the letter for the Excel column that contains the part numbers. For example, if your Excel Part No column is column B, you would enter B.
9. Map all the remaining fields to the appropriate Excel columns. Repeat until all mandatory fields are mapped, using the procedure you used in the above two steps. Click Next when you are done.
10. Click Finish to import the data and create the new inventory parts in IFS Applications.
11. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
12. In IFS Applications, open the Inventory Part window and search for the new inventory parts. Verify that the new data was entered correctly.

Notes:

• When resolving errors you may need to modify the data range so that only erroneous inventory part records are selected for the retry. You cannot transfer the inventory parts that were transferred previously.

• The order of the columns has no impact on the process. SDMan will use the mapping information displayed in the SDMan Placement column. Any columns that are not mapped (i.e., no value appears for them in the Placement column) will not be imported into IFS Applications.

Enter Inventory Part, Advanced

Use the Inventory Part NEW tab in the Excel sample file to create new inventory parts. The sample file contains values for all fields that are possible to assign to a new inventory part.

1. Open the Excel sample file and then click the Inv Part NEW tab.
2. Edit the Part No, Description, and Site column values, replacing XX with your initials.
3. Open the SDMan, and log on. (Logging on is required only once per session.)
4. Click Inventory Part and click Next.
5. Click New and click Next.
6. While in the Data Range field, either select the Excel lines holding the inventory part information, or enter the cell references directly into the Data Range field.
7. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
8. Click the Part No field, then enter the letter for the Excel column that contains the part numbers. For example, if your Excel Part No column is column B, you would enter B.
9. Map all the remaining fields to the appropriate Excel columns, using the procedure you used in the above two steps. Click Next when you are done.
10. Click Finish to import the data and create the new inventory parts in IFS Applications.
11. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
12. In IFS Applications, open the Inventory Part window and search for the new inventory parts. Verify that the new data was entered correctly.

Notes:

• Instead of manually selecting placement for each field you may use the Generate button to let SDMAN try to automatically map the columns.

• You may receive errors when you use the sample data. The main reasons for receiving errors are that basic data does not exist, and that site-specific data is missing.

Modify Inventory Part, Basic

1. Open the Excel sheet you used to create the first two or more inventory parts (in the Enter Inventory Part, Basic exercise).
2. Copy the Inventory Part NEW sheet (if this is the name you gave that sheet in the Enter Inventory Part, Basic exercise). Optionally name the new sheet Inventory Part MOD.
3. Enter data into the required fields shown in the following table. Note that when you modify inventory part data, not as much data is required. Only data that uniquely identifies the inventory part record to modify it, the result message, plus the data you want to modify is required. The required fields and sample values are found in the table below.

4. Decide which data you will modify and then make the changes on the Inventory Part MOD sheet. The table below shows examples of changes you could make.

5. Open the SDMan.
6. Click Inventory Part and click Next.
7. Click Modify and click Next.
8. While in the Data Range field, either select the Excel lines holding the inventory part information, or enter the cell references directly into the Data Range field.
9. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
10. Click the Part No field, then enter the letter for the Excel column that contains the part numbers. For example, if your Excel Part No column is column B, you would enter B.
11. Click the Site field, then enter the letter for the Excel column that contains the site information.
12. Click the Planner field, then enter the letter for the Excel column that contains the planner names.
13. Click the ABC-Code field, then enter the letter for the Excel column that contains these codes.
14. When you have mapped all the changed columns, click Next and then click Finish to import the modifications for the existing inventory parts.
15. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
16. In IFS Applications, open the Inventory Part window and search for the new inventory parts. Verify that the modified data was entered correctly.

Notes:

• When resolving errors you may want to modify the data range so that only erroneous inventory part records are selected for the retry. The inventory parts that were modified OK is not necessary to transfer once again.

• The order of the columns has no impact on the process. SDMan will use the mapping information displayed in the SDMan Placement column. Any columns that are not mapped (i.e., no value appears for them in the Placement column) will not be imported into IFS Applications.

• You can use the Inventory Parts or Part Information Analysis windows and IFS output channels as base for modifying existing inventory parts. The Part Information Analysis window contains most inventory part data.

Modify Inventory Part, Advanced

Use the Inv Part MOD tab in the Excel sample file to modify inventory parts. The sample file contains all inventory part fields that you can modify for an existing inventory part.

1. Open the Excel sample file and then click the Inv Part MOD tab.
2. Edit the Part No, and Site column values, replacing XX with your initials. The part numbers should be the IDs of the inventory parts that you have already created.
3. Modify a number of fields of your choice.
4. Open the SDMan and log on. (Logging on is required only once per session.)
5. Click Inventory Part and click Next.
6. Click Modify and click Next.
7. While in the Data Range field, either select the Excel lines holding the inventory part information, or enter the cell references directly into the Data Range field.
8. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
9. Click the Part No field, then enter the letter for the Excel column that contains the part numbers. For example, if your Excel Part No column is column B, you would enter B.
10. Map all fields containing values that you want to change, and then click Next.
11. Click Finish to import the modifications for the existing inventory parts.
12. If no errors are found, the Result column is updated to Transferred. If the Result column displays Error, the cause of the error(s) displays in the appropriate Result Excel columns as a comment. Resolve the error(s), and retry.
13. In IFS Applications, open the Inventory Part window and search for the new inventory parts. Verify that the modified data was entered correctly.

Notes:

• Instead of manually selecting placement for each field you may use the Generate button to let SDMAN try to automatically map the columns.

• The modification field list differs from the new fields list. A number of additional fields are available.

• Field values are language sensitive! If you are not sure what values to use, open the Part Information Analysis window, and find an existing inventory part with the type of value you want to enter for the new inventory part.