Import and export with Data Exchange

Use Data Exchange to bring structured data into Zapstra Inventory Management, update supported records from a spreadsheet, and download operational reports. An import starts with a preview so you can inspect the proposed changes before applying them.

This guide is for the person preparing the file and the person responsible for approving its effect on the workspace. Use your own records in an import. The Northwind Packaging examples in this documentation illustrate the format; they are not records to add to a live organization.

Choose the right kind of file

Data Exchange has three different uses:

File type	Use it for	What applying it does
Reference-data template or editable export	Suppliers, materials, material units, barcodes, bins, supplier catalogs and product matches	Creates or updates the supported records shown in the preview. These imports do not create opening stock quantities.
Operational report	Inventory, movements, production, transfers, counts, reconciliation and administrative audit	Nothing. A report is a read-only snapshot for review or analysis.
Unassigned Bin Allocations workbook	Assigning existing unassigned stock to named bins	Moves physical attribution within the same stock pool, while preserving the pool's total inventory.

For existing records, start from a fresh editable export where available. It carries revision information that helps prevent an old spreadsheet from overwriting newer work. A clean export contains business data for reading and analysis. Keep the additional columns in an editable export intact, including columns your spreadsheet application hides.

Open Data Exchange and prepare a file

Open Suppliers, then select Import or export. Alternatively, open Materials and select Spreadsheet templates. These entry points preselect the relevant data type.
In Data type, choose the records you want to work with.
Choose the offered File format. Reference-data profiles support CSV and Excel workbooks. Operational reports and the allocation workbook use Excel.
Download the current template for new records, or select Download editable export to prepare supported changes to existing records.
Fill in the file using its existing headings and instructions. Keep identifiers as text, check units, and remove unintended example rows before uploading.

See Prepare data from spreadsheets or another system for identifiers, dependency order, limits and field examples. Order-plan spreadsheets have their own workflow: use Import and export order-plan spreadsheets for quantities you intend to order.

Preview and apply an import

Select the matching Data type and File format.
Under Spreadsheet file, choose your completed file, then select Upload and preview.
On Data Exchange review, read the status and the Proposed rows, Errors and Completed counts. Uploading and validating the file does not mean the proposed changes have been applied.
Read the explanation of the import's effects. Reference-data changes and inventory allocation have different consequences.
Inspect the Record, Action, Field, Current and Proposed columns. Confirm that each row refers to the intended record, particularly where a SKU or supplier name appears in more than one context.
Resolve errors and review warnings. If the preview is correct and the apply action is available, select Apply changes, or the inventory-specific apply action displayed for an allocation workbook.
Wait for the result and check Completed. Open the affected supplier, material or bin record to verify the intended change. Download results when the option is available.

For example, a supplier import could propose adding Northwind Packaging with currency USD and a lead time of 14 days. Its preview should show those supplier fields. It should not show a purchase order, a receipt or an increase of 72 each in inventory. Those require their own workflows.

When only some rows are ready

Supplier imports can offer Apply the ready rows now when some rows are valid and others need attention. The banner identifies the ready rows and rows needing attention. You can apply the ready rows, or download results and fix the file first.

After a partial application, check which rows completed before preparing another file. Correct the excluded rows rather than assuming the entire upload failed. Other data types may require the whole preview to be ready; do not expect every import to offer partial application.

Download an operational report

Open Data Exchange and choose a report in Data type.
Complete its required filters. History reports use dates tied to the activity being reported, such as when movements were applied or production orders were created.
Select Download report.
Read the workbook's report details, filters, generation information and freshness before interpreting its figures.

Report	Typical question
Inventory Snapshot	What stock and inventory state does the workspace currently report?
Inventory Movements	Which recorded movements explain a quantity change?
Production Orders	Which builds were created, and what state are they in?
Inventory Transfers	Which transfers are pending, in progress or complete?
Inventory Counts	What count-session evidence is available?
Inventory Reconciliations	Which comparison runs and discrepancies need review?
Administrative Audit Events	Which administrative actions were recorded? Access requires an administrative role.

Report date filters are interpreted in UTC; the final named day is included. Narrow the period if the report requests a smaller range. Blind active counts omit expected quantities and variances until the count is revealed. An omitted figure is not evidence of zero stock.

Reports are not designed for re-import. Do not edit a movement report to try to correct inventory.

Allocate unassigned stock

Choose Unassigned Bin Allocations, select the required warehouse/location, and download its editable workbook. Work from that current export rather than constructing a new allocation file from a blank sheet. Fill the permitted destination and quantity fields, upload it, and review the proposed movements.

Allocation can place existing unassigned stock into eligible bins in the same pool. It cannot create stock or transfer it to another pool. Rows that need inventory activation remain blocked. Complete the appropriate opening-inventory setup before trying to allocate those positions.

After applying, verify both the named-bin quantity and the remaining unassigned quantity. The pool total should be preserved. For movement between locations, use stock transfers.

Resolve an interrupted or rejected attempt

Some rows need attention: read the row-specific messages, use Download results when offered, correct the file, and upload it again.
Newer records make the preview stale: obtain a fresh editable export and reconcile your intended changes with the current records. Do not remove revision information to force an old file through.
Requirements were resolved after preview: use Revalidate where offered, then review the new result before applying.
An apply request times out: reopen the original review and inspect the status and completed rows. If Continue apply is offered, use that existing run rather than assuming nothing happened and starting again.
The review has expired: prepare a fresh upload from current records. Keep any downloaded results needed to distinguish completed work from work still outstanding.
Inventory allocation is refused for capacity or readiness: follow the displayed resolution. A refused action does not mean the pool has no stock.

Leaving the review does not undo changes already applied. If the status is unclear, verify the affected records and contact Support with the file type, review reference and the outcome you expected.