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Importing and Exporting Inventory

How to bulk-load a category from a spreadsheet and how to export the current list to Excel.

  • Management
  • Captain & crew

Exporting

The Export button in the action row downloads the current list as an Excel file named inventory-export.xlsx.

The export covers every item matched by your current view — the selected category or subcategory folder (including its subfolders), the status tab, the search text and any active filters — across all pages, restricted to categories you have permission to view.

The workbook contains:

  • The item sheet, with columns for the item's name, Subcategory level 1 through Subcategory level 3, quantity, min and max levels, location, critical flag (Y/N), expiration date, supplier, unit price and currency, purchase details, manufacturer, model, part number, internal part number, barcode, description, notes, linked component names, and uniform Size, Gender and Color.
  • A Summary sheet with per-currency totals — how many items use each currency, how many have no price set, and the total stock value (quantity × price) of the priced ones. Values in different currencies are not added together, so the All items row leaves the total value blank.

Exporting only requires the Inventory View permission, and it stays available on a yacht running the on-board app.

Importing

The Import button opens the Bulk Upload window. It appears when you hold the Inventory Bulk Import permission for the category you are viewing — imports always load into that category, so the button is not offered on Inventory → Overview or in the archived view. It is also hidden in the cloud on a yacht whose inventory is managed by the on-board app.

Choosing the file

The window offers a Download button for the Nauticare template (nauticare-inventory-import-template.xlsx), tailored to the vessel and category:

  • Subcategory level 1 offers a dropdown of the category's existing top-level subcategories, and you can type new folder names across Subcategory level 1, Subcategory level 2 and Subcategory level 3 to create new folders on import.
  • The component column offers a dropdown of the vessel's active equipment components (or you can type several component names separated by commas).
  • When downloaded from Uniforms, the Gender column offers a dropdown of MALE, FEMALE and UNISEX.
  • You can also place an in-cell picture in the Image column (one image per row, up to 20 MB) to attach photos to the imported items.

In addition to the Nauticare template (and files exported from Nauticare), the importer also accepts IDEA inventory export spreadsheets. Excel files (.xlsx, .xls) with up to 500 data rows are accepted — split larger lists into several files. Choose Upload to validate the file.

Checking what was read

Nauticare reads the file and previews every row in a table showing Image (when images are present), Name, Type, Min/Max, Qty., Price, Exp. date, Subcategory, Component, and — in Uniforms — Size, Gender and Color. Any subcategory path that does not exist yet is noted with New folder: beneath the path.

Rows with problems are highlighted, and hovering a flagged cell explains what is wrong. When there are problems, a warning banner counts them and a Show issues tick box narrows the table to just those rows.

Typical problems are:

  • a missing name, or a quantity that is missing, negative or not a whole number,
  • a minimum or maximum that is negative or not a whole number, or a maximum below the minimum,
  • a subcategory path with gaps between levels (levels must be filled from level 1 without gaps) or a folder name longer than 100 characters,
  • a Critical column other than Y/N (or TRUE/FALSE/1/0), an unreadable expiration date, a negative price, or a currency that is not a three-letter ISO code,
  • more than one image in a row, an unsupported image format, or an image over 20 MB,
  • a component set outside Spares, or a component name that matches zero or multiple active components on the vessel,
  • in Uniforms, a gender other than MALE, FEMALE or UNISEX.

Confirming

Confirm creates the items (and any new subcategory folders they reference). The button stays disabled while any row has an issue — fix the spreadsheet and upload it again. Nothing is imported until you confirm, and the whole file is imported together. Cancel closes the window without importing anything.