Importing Inventories

Importing part inventories is an optional step that offers many advantages to users of Agenda Development software.  Once imported, you can:
  • See the total inventory on an item while creating a quote. 
  • If you also import customer orders, you can see the available inventory of an item while creating a quote.

What is required:

  1. You need to have another program that currently holds this information
  2. The other program needs to have the ability to export this data in a comma delimited value file (CSV).  The fields in this file must be PARTNUMBER, INVENTORY.
  3. Your part numbers used in your other program must be the same part numbers you use in MasterQ
  4. Some programs add field descriptions in the first line of the file when they export data.  We recommend avoiding this if possible.  If your exported data does include this descriptive line you have the option of skipping the first line during the import process.
The contents of a typical part inventory import data file might look like this:
071-102-5T, 0.00
071-102-6N, 1340.00
Negative numbers are allowed.
The fields must be in the proper order, however, they do not need to be in numerical or alphabetical order.
NOTE:  If you do not currently use another program for maintaining inventories  contact Agenda Development for options.

Steps required:


Using your other program, export a CSV file containing the following fields in the order listed below:

  • Part number
  • Inventory quantity

Start the Inventory Import Process

Select Tools|Import|Daily|Inventories from the main menu.

Select the file containing the shipment history to import

MasterQ will remember the name and location of the file previously used for importing:

Review contents for proper format

Accidentally importing the wrong file can cause real havoc in your database.  Always review the import file to confirm that it contains the data you are expecting.
Review the filename you are importing from
Review the contents of the file.  You only need to confirm that the part number and inventories appear in the correct column.  You do not need to review every item in the list.
If the first line of the file contains a description (like the one in the picture above) check the Skip First Line box to avoid creating a new part number of "Part Number"
Choose how to handle New part numbers found during the import process.
  • IGNORE will skip over new parts
  • CREATE will make a new part record with a description of "Maintenance Required"
  • ASK will stop the import process and ask you what to do with each new part.

Begin the import process


MasterQ will:

  • replace the current inventory with the quantity contained in the import file
  • create new part numbers according to your instructions (see 4 above) if a part & inventory in the import file does not currently exist in MasterQ's database.
  • zero the inventory quantity allocated for current customer orders
  • If the average weekly use has been set for the part, determine the weeks inventory on hand and update the part record.
  • If the cost for an item has been set, calculate the dollar value of the inventory and update the part record.
  • Count the number of negative inventories and save for future analysis
  • Sum the dollar value of all inventory items and save for future analysis