9. Data

The Data menu moves information in and out of Invatrak and shows the history of changes.

Import

Where to find it: Admin › Data › Import

Admin › Data › Import brings records in from a CSV file. The first row must be the header. Each import is listed as a job with what was added, updated, and any row errors (up to three are shown at the top of the page).

Columns by type: Items use name, description, price, cost, track, group (and also sku, expires, reorderPoint, reorderAmount, manufacturer part number, gtin, and internal part number). Customers and vendors use name, email, phone, city, region, and website. Serials use name (the item) and serial. Sales orders use customer, name (the item), quantity, price, and customerPo.

Who can change these settings: Saving a job needs the right to create (and, for updates, edit) the records being imported; saving a mapping needs the Company Edit right.

Job name

A name for the import job so you can find it in the job list. Name it after the file or the date.

• Who can change it: Saving a job needs the right to create (and, for updates, edit) the records being imported.
• Example: October items.

Type

What the file contains: Items, Customers, Vendors, Serials, or Sales orders. Import items and customers before serials and sales orders, which refer to them.

• Default: Items.
• Who can change it: As above.
• Example: Items.

CSV file or Or paste CSV

The data to import: choose a .csv file, or paste the rows into the box. Try a few rows first to check the result.

An item row updates the item with the same SKU, or else the same name; otherwise a new item is added. Customers and vendors match by name.

Serials can only be imported for items tracked by serial or lot.

Imported addresses are not checked by Check US addresses on save.

• Who can change it: As above.
• Example: name,price,cost,track,group then WID-100-BLK,610,380,serial,Widgets.

Saved mapping

Which saved column mapping to apply, or Header names to use the file's headers as they are. Use a mapping when a supplier's file uses its own column names.

• Default: Header names.
• Who can change it: As above.
• Example: "Vendor price file".

Save a column mapping (Mapping name, Type, Columns)

A reusable translation from a file's headers to Invatrak fields, one pair per line: the CSV header, then the Invatrak field. Save one for each file layout you receive regularly.

• Who can change it: Roles with the Company Edit right. Out of the box that is Admin and GM. Other roles see the page read-only.
• Example: SKU,name / Unit price,price / Std cost,cost.

Export

Where to find it: Admin › Data › Export

Admin › Data › Export downloads a CSV of current lists: Stock status, Inventory value, Serial numbers, Open orders, and Expiration (shown only while Use expiration dates is on). Click a link to download. Most lists in the app also have their own export.

Who can change these settings: Roles with the Reports rights.

Export links

Each link downloads that list as a CSV for spreadsheets or other systems. Use Inventory value at month end for your accountant.

• Who can change it: Roles with the Reports rights.
• Example: Download Stock status before a physical count.

Audit log

Where to find it: Admin › Data › Audit log

The audit log records who changed what, and when: each entry shows the time, user, action, record, and details. Use it to answer "who changed this price?" or to review support sessions.

Who can change these settings: Roles with "Audit log: view" (Roles grid, General tab). Out of the box only Admin.

Filters (User, Action, Record, dates) and Apply / Clear

Narrow the log to one user, one kind of action, one record, or a date range. Start with the record when you are chasing a specific change.

• Who can change it: Roles with "Audit log: view" (Roles grid, General tab). Out of the box only Admin.
• Example: Record = item WID-100, to see every change to that item.

Export CSV

Downloads the filtered entries as a CSV. Use it for audits or to keep a copy outside Invatrak.

• Who can change it: Roles with "Audit log: view" (Roles grid, General tab). Out of the box only Admin.
• Example: Export last quarter's entries for your auditor.