Creating Stock Advices in Bulk via Import
How to Create Stock Advice?
In the Mailship portal, you have two options for creating stock advice:
Add them individually.
Upload them in bulk using the import.
On this page we’ll look at how to create stock advice in bulk using the import feature. If you’re interested in creating stock advice individually, follow this guide: Creating Stock Advice
How to Import Stock Advices
You can easily download the import template in your selected format directly from the portal. Once completed, simply upload it to the Mailship system, and your stock advice entries will be added all at once.
1) Downloading the Template
In Mailship, go to the Inbound section, click on the three dots next to the +Create button, and then select Import. Choose your preferred format and click Download.
2) Filling Out the Template
Fill in the template with order details. It is not necessary to complete all columns—only the mandatory ones or those you wish to use.
After downloading the template, you will see a sample row with examples. Values in angle brackets <> are only for demonstration and should not be included during import.
Do not delete columns you won’t use, simply leave them empty. If a column is removed, the import will not function correctly.
How to Import a Stock Advice with Multiple Items?
If you want to import stock advice with multiple products, you need to create a new row for each product. The number of products in the stock advice equals the number of rows in the import file. For example, a stock advice with three different items will have three rows.
Explanation of Individual Fields
Field Name | Field Meaning | Example |
Internal Id* | A unique internal number for identifying the stock advice. | AV-01 |
Expected At* | The date and approximate time when you expect the goods to arrive at the warehouse. | In format: yyyy-mm-dd hh:mm 2021-01-01 18:00 |
Supplier* | The name of the supplier sending the goods. The supplier must already be entered in the system. | supplier |
|
If you haven’t set up the supplier yet, add them first here: User Administration | Suppliers | ||
Wms* | The name of the physical warehouse where the goods should be delivered. | internal.mailstep PRG AVAILABLE |
Warehouse* | The name of the virtual warehouse where the goods should be delivered. | internal.mailstep AVAILABLE |
Packaging Unit* | The type of packaging in which the goods are arriving - either pallets or parcels. | pallet package |
Count Of Units* | The number of packages (pallets or boxes). The value must be greater than 0. | 3 |
Note | If you have arranged the Extra Work on Inbound service as described here: Services and Functions for Products, always specify the agreed service in every stock advice where you require these extra tasks. | Note |
Product Sku* | The product's EAN code (Primary EAN) must match the record in the system. You can enter either the Internal SKU or the Product SKU, or both. | 7612100017043 |
Internal Sku* | The product's SKU code (Internal SKU) must match the record in the system. You can enter either the Internal SKU or the Product SKU, or both. | PR00002607 |
Quantity* | The number of units of the product in the package. The value must be greater than 0. | 20 |
Unit Purchase Price | For your records, you can add the purchase value of the product in the stock advice. | 30 |
Unit Purchase Price Currency | The currency of the product's purchase value. | USD |
* Mandatory field.
3) Uploading the Template
Once you have completed the template, upload it using the "Choose File" button. Then confirm the import by clicking the "Import Files" button.
How Do I Know if the Import Was Successful or Unsuccessful?
After clicking the Import Files button, the following will occur:
Successful Import -When the template is successfully uploaded, the stock advice will appear in the list of stock advice with the status On Hold.
To start processing the stock advice, you must confirm by clicking the Save and Submit button.
Unsuccessful Import - In the case of an unsuccessful import, the system will prevent you from proceeding and display an error message before the stock advice upload is completed.
Possible Issues and Solutions
Duplicate Stock Advice Number
Validation failed for stock advice at row 2.: internalId: This value is already in use.
Ensure that each stock advice has a unique identifier.
Product Not Found
Validation failed for item at row 2: Produkt SKU "xxx" nenalezeno.
Verify that the product is assigned to your e-shop and is active in the system.
Incorrect Warehouse Name
Validation failed for item at row 2: Wms "xxx" not found.
Check that the warehouse name is correct and matches the details in your account.
Missing Required Field
Validation failed for shipment at row 2.: quantity: This value must be greater than 0.
Fill in the required quantity field with a value greater than 0.
Duplicate Products in Row
File upload error.
The product was entered into the import file as a duplicate. Correct the file by removing the duplicates and upload it again.