Common Error Messages When Importing Inventory Count (and Their Solutions)
When importing inventory count via Excel template, error messages may appear that prevent the operation from completing.
️ Important: If the import fails, the error message is sent via email to the email of the user who uploaded the file, and includes the reason for the error.
Below are the main error messages, the meaning of each message, and the appropriate solution for each:
1) Invalid Serial Number
When does it appear?
If the product serial number in the uploaded file differs from the number registered in the system.
Error message:
Invalid serial number
Solution:
-
Do not modify the serial number column in the template at all (no changes, no cut/paste).
2) Quantity Must Be Positive
When does it appear?
When entering negative values in the actual quantity field.
Error message:
Quantity must be positive
Solution:
-
Enter only positive quantities and do not use negative values.
3) Quantity Must Be in Numeric Format
When does it appear?
When changing the cell format from a number to another format (text, currency, date).
Error message:
Quantity must be in numeric format
Solution:
-
Do not change the cell format, and the actual quantity format must remain numeric only.
4) Template Has Been Modified
When does it appear?
When deleting any column or row, or modifying the template structure.
Error message:
Template has been modified
Solution:
-
Do not delete any row or column.
-
Do not change the order of columns or the template format.
5) Location “X” Is Invalid
When does it appear?
If the name of the inventory location (warehouse) in the file differs from the name registered in the system.
Error message:
Location “X” is invalid
Solution:
-
Ensure that the location name in the template matches exactly with the name in the system.
6) Some Products Are Missing
When does it appear?
This message may appear in the following cases:
-
The template was downloaded and the system was in Arabic, then the system language was changed before uploading the file.
-
New products were added after downloading the template.
-
Operations were performed on products (sales/purchases) during the inventory count period.
Error message:
Some products are missing
Solution:
-
Use the same system language when downloading the template and when uploading it.
-
Do not add new products or perform any sales or purchase operations during the inventory count process.
-
Download a new template and fill it out again.
How to Import Inventory Count
Follow the steps below to import inventory count correctly:
Accessing the Import Page
Go to:
Products and Costs, then Inventory Count, then Import Inventory Count
(from the options at the top of the screen)
Setting Up Inventory Count Data
-
Select the revenue account for surplus quantities.
-
Select the expense account for shortage quantities.
-
Enter the inventory count date and description.
Uploading the Import File
-
Click on Download import file in XLSX format.
-
Each sheet within the file represents a different location (warehouse).
-
Do not modify the names or basic columns.
-
Use the actual quantity column to enter the new quantities.
-
Ensure that the quantity cell format remains numeric.
Uploading the File
-
Click Choose File.
-
Select the file.
-
Click Upload new file.
️ When the import succeeds without errors, the inventory will be updated automatically.
Important Notes
-
The error message (if the import fails) is sent to the email of the user who uploaded the file.
-
It is recommended not to perform any operations on the inventory during the count to avoid errors.
-
Always ensure you download a new template before each inventory count.
