All item data shown on your WebAlliance website (descriptions, pricing, etc.) comes from your ERP system. To include "external" inventory, you'll need to provide a separate document in a specific location on your gateway server. To find out where specifically you'll need to place the document, contact Aldrich Web Solutions.

The document itself must be tab delimited (you can usually format it this way by exporting from Excel but of course we're happy to help you find the best way to generate this format) and it must be named 'externalInventory.txt' exactly.

The document must have 5 columns, formatted as in the above example (this is case-sensitive so be sure to match the column name exactly).

PartNo -

This is the part number of a web enabled item in your ERP

• Must exactly match the ERP item ID value (no trailing spaces, removed spaces, extra characters, etc.) in order for the external inventory quantities to appear on the item listing.

LocationId -

This is the location ID you want to use for your external inventory (factory stock, etc.). There are two options to choose from:

• Create a fake location ID.
• Use an location ID of an already existing location.

QtyAvail -

This is the quantity of the item that is available in your external location. 

• Must be a whole number and contain no decimals.
• Must be in terms of the item's base unit

Future -

 Leave this column blank, but include it in the document. 

LastUpdate -

This is the date/time that this item's External Inventory record was last updated.

• This field is required and the file will not process unless this column is filled out.
• The format for this field should be: MM/DD/YYYY hh:mm (see above example).

When deciding on a location for external inventory, there are a few things to consider. 

Fake Location ID - 

To add a fake location: 

• Decide on the fake "LocId"
• Enter it in this column
• Add the location in the WebAlliance "Inventory/Pickup Locations" tool.

Be sure not to set this location as the "Default Location" for any users. The items ordered by that user would source from this location, and since the location wouldn't exist in your ERP, the order wouldn't be able to import.

It is also important to note that if you use the Ship From Location Module on your site (allowing users to select their source location), this fake location will appear as an option for users to select from. 

Existing Location ID - 

Using an existing location ID will add external inventory quantities to an already existing location. 

You can click below to download an Excel template that contains these 5 columns.

If you enter your data in the Excel template above, you will need to export it as a text file.  You have two options to create your text file in Excel.

Option 1:

Select File>Save As and select the 'Save as type' of Text (Tab delimited) (*.txt).

Option 2:

Select File>Export.  Click 'Change File Type' and select Text (Tab delimited) (*.txt) under 'Other File Types'.

Both options will generate a pop-up box when you try to save that tells you that some features might be lost, and ask you if you want to continue.  Click Yes.

• You cannot use this feature to include non-ERP items on the website. It works only to include ERP enabled inventory counts
• We test with between 500-1000 additional inventory records, more records than that will have unpredictable results
• Aldrich Web Solutions will need to enable this feature on your site. If you'd like to use it, please contact us.