Fishbowl Inventory Import Worksheet (Excel and CSV)
Loading opening stock is the step that decides whether your first month in Fishbowl is calm or full of corrections. The goal is an exact physical count, valued consistently, imported once. This worksheet helps you assemble and reconcile that file.
| Part number | Description | UoM | Location | Tracking | Counted qty | Unit cost | Extended value | |
|---|---|---|---|---|---|---|---|---|
$1,617 | ||||||||
$572 | ||||||||
$794 | ||||||||
$496 | ||||||||
$351 |
Column names are for planning. Fishbowl's import accepts specific headers per import type, so confirm them against the import help in your version before exporting. Lot, serial and expiration parts need their tracking values supplied during the inventory load.
Inventory load check
Optional review of your opening inventory file for unit, cost and location problems before import.
Optional. The tool and every export work without this. No spam.
How to use the worksheet
Count stock after a production and shipping freeze, then enter one row per part and location. Enter unit cost on the same basis your accountant will use for the opening balance. The Extended value column multiplies counted quantity by cost, and the total should match the inventory value you plan to post in the general ledger. Export to CSV when the numbers reconcile, then map columns to the import you are using.
- Create parts and locations in Fishbowl before importing quantities.
- Keep part numbers identical to the part master.
- Count in the part's base unit of measure.
How inventory loads work
Fishbowl tracks quantity by part, location and, where configured, by lot, serial or expiration. An opening load increases on-hand quantity and sets cost, so every line becomes an adjustment against an offset account. This means two things: the file must be complete, because missing lines mean missing stock, and it must be loaded once, because a second load doubles the quantities. Parts with tracking need those details in the file, so decide tracking before you count.
Worked example and reconciliation
In the sample, aluminum bar is 420 ft at 3.85, bolts are 5,200 at 0.11, and handle assemblies are 64 at 12.40. The sheet totals to a few thousand dollars. Reconcile it against your accounting balance for raw materials, work in process and finished goods. A gap points to uncounted stock, pricing differences or items that sit on another entity's books. Resolve differences in the spreadsheet, not after posting.
Common mistakes
Mixed units of measure are the top cause of wrong stock, for example counting boxes but costing per each. Another is importing stock for parts that are not yet set as inventory type, or placing everything in one default location, which defeats picking later. Do not carry negative or zero-cost lines without a decision. Run the import in a test company or copy first and compare on-hand reports to the sheet.
- Round costs consistently to the same decimals.
- Exclude obsolete parts you intend to scrap.
- Keep the signed count sheet for audit.
Frequently Asked Questions
How do I import inventory into Fishbowl?
Create the parts and locations, then use Fishbowl's import function for inventory or run adjustments with a prepared file. Use the exact header names from the import help in your version. Test with a small file in a copy first.
Should I import costs with quantities?
Yes, set a starting cost for each part so valuation is right from day one. Use a basis your accountant agrees, such as last purchase cost or standard cost, and apply it consistently across all parts.
What about lot and serial tracked parts?
You must supply the lot, serial or expiration details when stock is loaded, so count those parts with their identifiers. Decide the tracking flag on each part before the load, because changing it later is harder.
Can I load inventory more than once?
Technically yes, but every load adds to on-hand quantity. Treat the first load as final, or reverse it with a documented adjustment first. Duplicate loads are a frequent cause of inflated stock at go-live.
If your stock data comes from several spreadsheets or a legacy ERP, Netray can help consolidate it and check the load before go-live.
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