Legacy Stock Import

This import option is designed for legacy files where several types of inventory data are stored together in one spreadsheet. Instead of asking you to split the file into separate templates, FlightLogger Maintenance reads the Excel file and extracts the relevant inventory data automatically.

Legacy Stock Import can create or update inventory items, locations, stock counts, serialized items, batches, and suppliers based on the content of the file.

When to use Legacy Stock Import

Use Legacy Stock Import when your source file is a combined legacy Excel stock file.

This is different from Initial Data Import, where you upload separate files for units of measure, items, locations, stock counts, and serialized items.

It is also different from AcMP Import, which is designed specifically for AcMP exports.

Legacy Stock Import is useful when the source data contains stock information in a combined format with columns such as:

part number
description
quantity
location
rack
shelf
bin
compartment
minimum stock level
serial number
unit price
supplier
batch number
date
expiry date

Before you start

Legacy Stock Import requires setup mode to be enabled for the account.

Setup mode helps protect operational inventory data while the account is being prepared. Because the import can create or update many records at once, it should normally be used during implementation before the account is used for daily inventory work.

Before running the import, make sure that:

setup mode is enabled
you have permission to run legacy stock imports
the file is an Excel file
the file contains part numbers and descriptions
location information is available either as a location column or as rack, shelf, bin, and compartment columns
supplier data has been reviewed if suppliers should be created during import

If setup mode is not enabled, FlightLogger Maintenance will not allow the import to run.

Supported file type

Legacy Stock Import only accepts Excel files:

.xlsx
.xls
CSV files are not supported for this import type.

If your data is already prepared as structured CSV files, use Initial Data Import instead.

How the file is read

FlightLogger Maintenance automatically searches for the header row in the uploaded Excel file.

The import is built for a legacy customer format where the header row may be located further down in the spreadsheet. The system first checks the expected legacy header location and then searches common early rows for part number headers.

The required columns are:

Part nr or Part number
Description

If these columns are missing, the file cannot be imported.

Other columns are optional but allow FlightLogger Maintenance to create more complete inventory data.

What the import creates

Legacy Stock Import can create or update several types of records from the same Excel file.

Depending on the file content, the import can create or update:

inventory items
storage locations
stock counts
serialized items
batches
suppliers

The result page shows what was created, what was updated, and which rows produced errors.

Items

The import creates inventory items from the part number and description columns.

Each unique part number is treated as an inventory item.

When an item is created from the legacy file, FlightLogger Maintenance uses:

the part number as the item part number
the description as the item description
the minimum value as the minimum stock level, when present
the unit price as the sale price, when present
item type part by default

The import also ensures that a default unit of measure called Each exists for the account. Imported legacy items use this unit of measure.

If an item with the same part number already exists, the import can update it instead of creating a duplicate.

If the part number is ambiguous, the row is reported as an error and should be reviewed.

Locations

The import can create locations in two ways.

If the file contains a Location column, that value is used as the location code.

If the file does not contain a direct location value, FlightLogger Maintenance can build a location code from:

rack
shelf
bin
compartment

For example, if rack, shelf, and bin values are present, the system can combine them into a structured location code.

The import also tries to create a hierarchy from these values. Rack values are treated as aisle-level locations, shelf values as shelves, bin values as bins, and compartment values as compartments.

If a location already exists with the same code, the import reuses it.

Suppliers

If the legacy file contains supplier names, FlightLogger Maintenance can link or create suppliers.

Existing suppliers are matched by name using a case-insensitive lookup.

If a supplier does not already exist, FlightLogger Maintenance can create it only if the importing user has permission to create suppliers. This is important because supplier creation belongs to the purchasing area and may require separate access.

When a new supplier is created from the import, FlightLogger Maintenance generates a supplier code automatically and marks the imported supplier as approved.

If the user does not have permission to create suppliers, the supplier is not created and the result page shows an error for that supplier.

Batches

If the file contains batch numbers, FlightLogger Maintenance can create batches for the relevant item and location.

Batch data can include:

manufacturer batch number
expiry date
location
item

Batches are created per item, location, and manufacturer batch number. This helps preserve traceability from the legacy stock file.

If a batch cannot be created because a required location is missing, the result page shows an error.

Stock Counts

The import creates stock counts from quantity and location data.

For non-serialized rows, FlightLogger Maintenance groups quantities by item and location. If several rows refer to the same item and location, the quantities are consolidated so the stock level reflects the total quantity for that location.

Stock counts are created as approved counts.

If the imported stock count changes the system quantity, FlightLogger Maintenance creates an adjustment transaction for audit trail purposes.

The reason for the adjustment is recorded as Legacy stock import.

Rows without a valid part number, quantity, or location may be skipped or reported as errors.

Serialized Items

If the file contains serial numbers, FlightLogger Maintenance imports those rows as serialized items.

When a serial number is present, the related item is treated as serial-tracked. If the item does not already require serial tracking, the import enables serial tracking for that item.

Serialized items are created as available inventory units.

The import uses:

part number to find the inventory item
serial number as the manufacturer serial number
location as the current location
date as received date, when available
unit price as transaction cost, when available
batch number as manufacturer batch number, when available

The import also creates a receipt transaction for each serialized item so the import is included in the audit trail.

If a serialized item with the same serial number already exists for the item, the import skips it instead of creating a duplicate.

Import results

After the import runs, FlightLogger Maintenance shows a result page.

The result page can include sections for:

items
locations
stock counts
serialized items
batches
suppliers

Each section shows how many records were created or updated. If errors occurred, the result page lists the first errors so they can be reviewed.

If all processed records are imported without errors, the import is shown as successful. If one or more records fail validation, the import completes with errors and the details should be reviewed.

Common issues

Setup mode is not enabled

Legacy Stock Import only runs when setup mode is enabled.

If setup mode is disabled, contact a root user or implementation administrator before continuing.

The file is not an Excel file

Legacy Stock Import only accepts .xlsx or .xls files.

If your source data is CSV-based, use Initial Data Import instead.

Required columns are missing

The file must contain a part number column and a description column.

Accepted part number headers include variations such as Part nr, Part number, or Part Number.

Locations cannot be created

If location information is missing or incomplete, stock counts and batches may not be created correctly.

Check whether the file contains either a usable Location column or rack, shelf, bin, and compartment values.

Supplier creation fails

If the file contains supplier names but your user does not have permission to create suppliers, the suppliers are not created.

Ask an administrator to create the suppliers first or run the import with the correct permissions.

Ambiguous part numbers

If the same part number cannot be resolved uniquely, FlightLogger Maintenance reports the row as an error.

Review the affected item setup before importing again.

Best practice

Before running Legacy Stock Import, review the Excel file carefully.

Pay special attention to:

part numbers
descriptions
quantities
locations
serial numbers
batch numbers
supplier names
dates
expiry dates

If the source file contains both bulk stock and serialized stock, check the serial number column carefully. Rows with serial numbers are handled differently from normal stock quantity rows.

After the import, always review the results page before continuing with inventory setup.