How to import data to Inventoro

You can download demo data here.

In order to load data to Inventoro, you can either use one of our connectors if your data reside on the connected platforms or use this general import to include your data into the Inventoro platform. The data should contain your product and sales information for optimum at least last 2 years in order to perfectly compute seasonality or any other trends.

Data spaces

There are 2 data spaces for the Inventoro.

Sales Data
Promotion Data

Sales Data contains all your product, warehouse and transaction information. Based on past transactions we can forecast future sales and based on product-warehouse data (current state of amount on stock for example) we can tell you what to order and when.

In order for perfectly analyse sales and predict future we need information about your promotions. Past promotions serve as a benchmark to see if the high sales are due to higher demand or due to promotion, future promotion serves us to higher the expected forecast because of it. In the best scenario both past and planned promotions will help us compute better forecast and orders.

Entity types

There are several entity types we import in order to compute all necessary data. Each fits into its own .csv file.

Warehouse - this entity holds information about warehouse or any other place where we store items (point of sales etc)
Product - basic information about product - name, category
Supplier - basic information about suppliers
Category - categorisation of the products (like product lines, brands etc.) - Inventoro currently supports only one level of categories (so no nested or parent-child categories are taken into account)
Warehouse-product - In warehouse product connecting data are specific data for each product on given warehouse (so for example product A on Warehouse 1 has different inventory on hand or price than on Warehouse 2)
Transactions - Each transaction is one sales item, so if one order has 2 products sold, it is 2 transactions in Inventoro. Data can be grouped per item per day (so all sold Product A per day from Warehouse 1)
Currency - Indicating primary and (if applicable) secondary currency of the system to be displayed.

Sales data

entity	field	Type	Comment
CURRENCY	currency_id	ISO code of currency	for example USD
CURRENCY	default	tinyint	0/1.There should be only one 1 per file (the default one)
WAREHOUSE	warehouse_id	generated id [0-9a-zA-Z_-]
	name	Varchar 64
	parent_warehouse_id	generated id [0-9a-zA-Z_-]	ID of parent warehouse, for use in case of supplying your warehouse/shop from central warehouse for example
PRODUCT	product_id	generated id [0-9a-zA-Z_-]
	name	Varchar 64
	category_id	FK -category_id	FK = Foreign key - link to category based on the category_id (that category must exist)
	shortcut	Varchar 255	ID that is displayed to the user in the app as id of the product, if empty, it is filled with product_id
SUPPLIER	supplier_id	generated id [0-9a-zA-Z_-]
	name	Varchar 64
	currency_id	ISO code of currency
CATEGORY	category_id	generated id [0-9a-zA-Z_-]
CATEGORY	name	Varchar 64
WAREHOUSE_PRODUCT	warehouse_id	FK - warehouse_id	Link to Warehouse via id
	product_id	FK - product_id	Link to product via id
	available_supply	Decimal	available amount of this goods on stock
	stock_price	Decimal	price of cost for this unit
	sale_price	Decimal	usual selling price of this goods
	supplier_id	FK - supplier_id
	minimal_order_quantity	Decimal	minimal order quantity for this product, if not available empty value (as NULL)
	minimal_order_set	Decimal	Minimal order set (for example packaging) for this product, if not available empty value (as NULL) If the minimal quantity is 100 and minimal set is 10 the orders will be 100,110,120 etc. if minimal quantity is 0, the orders are in multiply of minimal_order_set (10,20,30..)
TRANSACTION	transaction_id	generated ID	usually line number
	transaction_type_id	see transaction types
	warehouse_id	FK - warehouse_id	warehouse from which this product was sold
	product_id	FK - product
	date_of_transaction	YYYY-MM-DD
	amount	Decimal	amount sold in units
	price	Decimal	unit price of transaction, in case of sales transaction it is unit sell price, in case of other transactions it is unit stock price
	stock_price	Decimal	cost of this goods (per unit)
	supplier_id	FK supplied_id	if the transaction is of type Purchase
	promo_sale	0,1	If this sale had some discount or other promo
	extreme_sale	0,1	if the sale is extreme(1) it is not used for forecasting
	date_of_order	YYYY-MM-DD	if the transaction os of type Purchase, empty otherwise

Transaction types:

In Inventoro we can import multiple types of transaction (sales, purchase, stock-taking, transfer of goods etc.). The must for the integration are sales and purchase transaction. For explanation of the rest please contact us.

For the initial import, please consider using sales and purchase transactions - each has its own transaction_type_id.

1 = Sales Transaction (if the amount is <0 than it is Cancellation of the sales)

2 = Purchase Transaction (if the amount is <0 than it is Cancellation) - we are purchasing the product from our supplier

If you want to include cancelations (return of the goods) use the same transaction_type_id but use negative value in the amount field. The logic is always - positive amount = succesful transaction, negative amount = return or cancelation. Inventoro does not calculate the cancelation exactly in the month as it occured but tries to find the transaction which is cancelled and negate that previous sales. So that if you on 2020-31-07 sell 10 items and 1.8 Inventoro see -10 items, you will see 0 sell in month 07 and 08 as well.

Replenishment

If you have multiple warehouses and want the orders to be generated only to the central warehouse please fill in the data as follows:

1) Central warehouse should be first in the warehouse_file and its parent_warehouse_id should be empty

2) All stores which are replenished through central warehouse should :

- in warehouse.csv have filled in parent_warehouse_id as central warehouse

- for each item in warehouse_product which is replenished through central warehouse the "supplier_id" field should be empty

- for each item in warehouse_product which is supplied directly - supplier_id should be filled in

3) please make sure that each good in replenished warehouse there is the same product on central warehouse.

Optional Delivery Data

In order to tell Inventoro that you are already expecting some goods (goods in transit) you can fill data for future_delivery. Please put in future_delivery only the goods which might come in near future. If the order was partially fulfilled we expect that the fulfilled part is in transactions as transaction_type_id=2 and the unfulfilled amount (should it still arrive) should be inserted into future_delivery data.

entity	field	type	comment
FUTURE_DELIVERY	future_delivery_id	generated id [0-9a-zA-Z_-]	Unique identifier of goods in transit
	product_id	FK (product_id)	link to the product - must exist in product and product_warehouse files
	warehouse_id	FK (warehouse_id)	link to warehouse where the goods will arrive
	supplier_id	FK (supplier_id)	link to supplier (empty if the order is between warehouses)
	parent_warehouse_id	FK (warehouse_id)	link to warehouse (empty if the order is from supplier)
	date_of_order	DATE	YYYY-MM-DD when the goods were ordered
	estimated_date_of_delivery	DATE	YYYY-MM-DD estimated date when the goods will arrive, should be in future.
	amount	DOUBLE	amount of goods expected
	purchase_price	DOUBLE	purchasing unit price of the goods in transit

If you wish to give us during the integration phase your minimal periods (how often you buy such goods) and leadtimes (how fast you can receive goods upon placing an order) you can give us data in this format

SUPPLIER_WAREHOUSE	supplier_id	FK
	warehouse_id	FK
	minimal_period	int	minimal period of ordering
	leadtime	int	usual leadtime for this provider/supplier
	leadtime_std	int	days of standard deviation for leadtime

Later it is recommended to update the values in the Inventoro application.

Promotion Data

Filename	Field	Type	Comment
PROMOTION	promotion_type	coupon, gift, discount, other	one of selected
	promotion_code	generated id [0-9a-zA-Z_-]	identifier of promotion to separate multiple promotions
	product_id	FK -product_id
	warehouse_id	FK - warehouse_id	if empty, applies to products on all warehouses
	promotion_date_from	YYYY-MM-DD	start of the promotion
	promotion_date_to	YYYY-MM-DD	End of the promotion
	power	Decimal	power of promotion (10% discount is 10)

Forecast only Sales data

If you need to compute only forecast and do not need to compute orders or help with stock, the minimal amount of information we need to get from you is this information.

The format of the files should be the same, the information not in the table below should be empty column or 0 for numbering fields.

entity	field	Type	Comment
WAREHOUSE	warehouse_id	generated id [0-9a-zA-Z_-]
WAREHOUSE	name	Varchar 64
PRODUCT	product_id	generated id [0-9a-zA-Z_-]
	name	Varchar 64
	category_id	FK category_id
CATEGORY	category_id	generated id [0-9a-zA-Z_-]
CATEGORY	name	Varchar 64
WAREHOUSE_PRODUCT	warehouse_id	FK - warehouse_id
WAREHOUSE_PRODUCT	product_id	FK - product_id
TRANSACTION	transaction_id	generated ID	usually line number
	transaction_type_id	see transaction types
	warehouse_id	FK - warehouse_id	warehouse from which this product was sold
	product_id	FK - product
	date_of_transaction	YYYY-MM-DD
	amount	Decimal	amount sold in units
	promo_sale	0,1	If this sale had some discount or other promo
	extreme_sale	0,1	if the sale is extreme(1) it is not used in forecasting

Data Import CSV

Data are sent as CSV files. Entity type (entity type is for example Warehouse or Product) consists of all records of that entity type (so all warehouses are lines in one file warehouse.csv, we do not support multiple csv per type - for example it is not possible to send half of the products in one csv file and half in other csv file).

Foreign key - FK fields(connections between entities - like for example category to product link) must be filled and must match foreign entity, otherwise the row will not be inserted. For example if we find transaction which does not have product attached we ignore it for both forecast and orders suggestions.

Filename for each entity type is a possible to set up in initial setting, but should follow these naming conventions:

warehouse.csv
product.csv
supplier.csv
category.csv
warehouse_product.csv
transaction.csv
supplier_warehouse.csv
currency.csv

Please also check https://help.inventoro.com/article/25-things-to-cover-when-integrating-with-csv

You can download demo data here.

Version

This document describes the data structure in following version:

Version of sales data - 1.0
Version of promotion data - 1.0

Import data via csv files (version 1.1)

updated 37 minutes ago