Database Management | Item Record-Update

You must have the database management module to use this feature. This feature allows you to update existing inventory records in mass. The item key and item number CANNOT be updated using this feature. The item number cannot be updated (system-generated), whereas the item key can only be updated within the item record.

You should always do this in the "Training Database" or in "Training Mode" BEFORE you work with live data to avoid mistakes.

To import a file, you must have a CSV (Comma Values Separated) file located on your organization’s server.
     
   
Topics in this article include
 

• Getting there
• Item Record - Update

     
Getting there

Here's how to get there
Expert: Program Menu > Database Management > Item Record Update 
Elite: Left Menu > Tools > Database Management > Item Record Update

     

Item Record - Update

Before you begin, you should have a spreadsheet containing the data to be imported. Please be sure to check this data in your spreadsheet to confirm the following:

• You can use formulas to create new/updated data. However, you must convert the data in the cells into values.
   

• Remove any unnecessary columns that won’t be used.
   

• Save your finished file as one of the following:

  • First Row contains Header Info

  • Comma delimited file (CSV) (preferred method)

  • Tab delimited file

  • Fixed length

  • The "Finalize Count" option was removed from the Item Record Update import in Elite version 2025.11. The reason for its removal is that the checkbox was misleading and did not actually update your inventory quantities as intended. Now, to adjust inventory counts during import, you should use the "Add Quantity" column. If you need to go through the count finalization process, you will need to use the “qty count diff” and “count date” columns in your import and then manually finalize the count through the Update Inventory Count menu.

    So, in summary:

    • The "Finalize Count" checkbox has been removed from Item Record Update/import.

    • Use the "Add Quantity" column for quantity changes via import.

    • For finalized count processes, manually finalize through Update Inventory Count after importing with count difference and date columns12.

    
    
    

• Your file name cannot contain more than 40 characters.
   

• It is recommended that column 1 be either the item key or the item number. Even though you can’t update the column, the system will use either field to identify the item records that are being updated.
   

 You should always do this in the "Training Database" or in "Training Mode" BEFORE you work with live data to avoid mistakes.
 

1. File Name - This is the location where the file is stored. Select the Find button to locate the file. This file must be saved on your organization’s server.

2. Import Settings - Select from the drop-down the items that correspond with what you have on your spreadsheet. Each field must match each column for the file to be imported.

• Raw Exporter - This allows you to export your inventory either as an Excel Export (Excel spreadsheet file) or as a CSV Export (CSV file).

3. When finished, press the Update Items button. A confirmation will appear stating how many records have been updated.