Validate Imported Data

An import may create many records at once, including items, locations, stock counts, serialized items, batches, suppliers, and transactions. Even when the import completes, some rows may still contain errors or require manual review.

Validation is the step where you confirm that the imported data is complete, accurate, and ready to use.

Why validation is important

Imported inventory data affects many workflows in FlightLogger Maintenance.

It can affect:

• stock availability
• reservations
• pick lists
• purchasing
• work order preparation
• serialized item tracking
• batch traceability
• component setup
• audit history

If imported data is incorrect, the issue may appear later as missing stock, duplicate items, incorrect locations, serial number conflicts, or unreliable maintenance planning.

Validating imported data early reduces cleanup later.

Start with the import results page

After an import runs, FlightLogger Maintenance shows an import results page.

Depending on the import type, the result page may show sections such as:

• Unit of Measures
• Items
• Locations
• Stock Counts
• Serialized Items
• Batches
• Suppliers
• Transactions
• Parse results
• Exceptions or errors

Each section may show how many records were created, updated, skipped, or reported with errors.

Do not only check whether the import completed. Review each section of the result page.

Understand “completed with errors”

Some imports can complete even when individual rows fail.

This means the system processed the file and imported the rows it could accept, but one or more rows still require attention.

A completed import with errors should not be treated as fully validated.

Review the error details, correct the source data where needed, and decide whether to re-import or fix the records manually.

Validate items

Start by reviewing imported inventory items.

Check that:

• part numbers are correct
• descriptions are readable
• item types are correct
• units of measure are assigned
• categories are useful
• serial tracking is enabled where required
• minimum and maximum stock levels are correct
• reorder points and reorder quantities are reasonable
• aircraft model compatibility is correct, if used

Pay special attention to duplicate or inconsistent part numbers. Small formatting differences in source data may create confusion later.

Validate units of measure

If units of measure were imported, check that they match how the items are used.

Review:

• name
• symbol
• active status
• whole-number requirement

For example, a unit such as “Each” should normally require whole numbers, while units such as liters or kilograms may allow decimal values.

Incorrect unit setup can affect stock counts and later inventory transactions.

Validate locations

Review imported locations before relying on stock availability.

Check that:

• location codes are correct
• location names are understandable
• location types are correct
• parent locations are correct
• storage hierarchy makes sense
• stock is not placed in unclear or duplicate locations

If a source file used rack, shelf, bin, or compartment values, confirm that the generated location structure is usable for your daily warehouse workflow.

Validate stock counts

Stock counts set the current stock position for imported inventory.

Review:

• part number
• location
• counted quantity
• count date
• variance
• notes or reason
• related adjustment transaction, if created

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

Check that the imported quantity matches the source data and that the stock is placed in the correct location.

Validate serialized items

Serialized items require extra attention because each unit is tracked individually.

Check that:

• manufacturer serial numbers are correct
• serial numbers are unique
• each serialized item is linked to the correct inventory item
• each serialized item has the correct location
• condition is correct
• received date is correct
• cost is correct, if imported
• life tracking values are correct, if imported

If serialized items were imported with TSN, TSO, CSN, CSO, overhaul data, or life limits, verify these values before the item is used in maintenance planning.

Validate batches

If batches were imported or created during import, review batch traceability.

Check that:

• batch numbers are correct
• batches are linked to the correct inventory item
• batches are linked to the correct location
• expiry dates are correct
• batch quantities match the imported stock position

Batch data is important for traceability, expiry control, and inventory history.

Validate suppliers

Some import types can create or link suppliers.

Review imported suppliers to confirm that:

• supplier names are correct
• duplicate suppliers were not created
• supplier codes are acceptable
• approval status is correct
• supplier records are ready for purchasing use

If supplier creation failed because of missing permissions, create or correct the supplier records before relying on the imported supplier data.

Validate AcMP catalogue import

For AcMP catalogue imports, review the specific AcMP mappings.

Check that:

• AcMP part numbers became the correct inventory item part numbers
• placeholder part numbers were skipped where relevant
• stock quantities were imported to the correct Main Location
• AcMP locations were resolved correctly
• serialized parts were handled as serialized items
• alternate part numbers were imported as aliases
• certificate requirements were mapped correctly
• skipped serial-tracked bulk stock rows were reviewed
• conflict lists were reviewed

If an alternate part number conflicts with another item, review it before deciding whether to correct the source data or adjust records manually.

Validate AcMP transaction import

For AcMP transaction import, validation is about movement history.

Review:

• parse results
• transactions created
• serialized movement results
• skipped rows
• malformed rows
• missing IDs
• duplicate source references
• negative-driving rows
• serialized item exceptions

AcMP transaction import can complete with non-fatal exceptions. That means the file was processed, but some rows still need review.

Pay special attention to movement order. If issue or correction movements were imported before receipt movements, the system may flag rows where stock would have gone below zero.

Validate component-related data

If imported data will be used for components, validate the inventory and serialized item records before creating or installing components.

Check that:

• component-related parts exist as inventory items
• serial-tracked parts are configured correctly
• serialized items exist for physical units
• serial numbers are correct
• locations are correct
• life tracking values are correct
• item descriptions are clear enough for maintenance users

Component setup depends on accurate inventory data.

Correcting errors

When errors appear in the import result, decide whether to correct the source file and re-import, or correct records manually.

Re-import is usually best when:

• many rows failed for the same reason
• a column was missing or incorrectly named
• part numbers or locations were consistently wrong
• the import file needs structural cleanup

Manual correction may be better when:

• only a few records need adjustment
• the source file is mostly correct
• the issue requires a business decision
• the correction should not affect already imported rows

Always consider the effect of re-importing on records that were already created or updated.

Do not disable setup mode too early

Setup mode should remain enabled until imported data has been reviewed.

Before disabling setup mode, confirm that:

• import result pages have been reviewed
• row-level errors have been handled
• critical stock positions are correct
• serialized items are correct
• locations are usable
• batches and suppliers are reviewed
• the implementation team agrees that inventory setup is ready

Once the account is in daily use, correcting import mistakes may become more complicated.

Final validation checklist

Before considering imported inventory data ready, confirm that:

• all expected items exist
• units of measure are correct
• all expected locations exist
• stock quantities match the source data
• serialized items have correct serial numbers
• batches are correct
• suppliers are correct
• import errors have been reviewed
• skipped rows have been understood
• component-related data is ready for component setup
• setup mode can safely be disabled

Summary

Importing data is only the first step.

Validation confirms that the imported data can be trusted.

Always review the import result page, correct row-level errors, confirm stock and serialized item accuracy, and validate the records that will be used in daily inventory and maintenance workflows.