User instructions

Import and export inventory

A separate list, not an automatic merge

1. Save a project backup. In Admin → Inventory → List setup → Import inventory, choose a prepared .ajinventory file. The inventory importer does not accept an arbitrary Excel layout.
2. Review the proposed list name and item-record count. Confirm to create a new separate inventory. Existing lists, checklists, logs and accounts are not overwritten.
3. Inspect source review notes on imported records. Blank quantities remain unknown; source rows are not automatically merged on repeated names or asset labels.
4. Assign local departments deliberately after import. Source department information may be kept as evidence, but account memberships and active custody assignments are not created from a source name.

Choose what to export

Inventory → List setup → Export offers an .ajinventory package with current active item records, or structure only when Include current active item records is unticked. A structure-only file contains the list, locations and additional-field definitions but no stock. Exact repeated package imports in the same project are blocked.

The CSV export contains current values for active and archived records, along with source information and review notes. Item/source identifiers remain text. CSV is a reference table, not an inventory package to re-import.

Setup packages exclude archived items, movement history and stock verification progress. Use a full project backup or full-history project transfer to preserve the complete database, including all inventories, stock verifications and toolbox talks. A full transfer creates a separate project, not two synchronised copies.

Imported source worksheet names and cell values remain available independently of current custody. The importer does not guess owning departments from room names, source tabs or empty location cells. Filter by Original source tab and assign custody deliberately after checking the physical stock. Do not import the same stock again merely to change a filter or assignment.

Current-item exports retain container IDs and remap parent links during import. They do not automatically assign source departments. Full project transfers preserve current department assignments, open/private verification work and maintenance history.

Full project transfers include asset photographs, certificate files, contact and low-stock settings. Narrow inventory packages do not include those additional asset records. A transferred project has a new hub identity: review and reprint QR labels.

For a saved project handover across all current workspaces, use Projects → Export — choose contents… and choose Complete project or a supported selection. The preview lists current workspaces and required dependencies. Read Export and import project workspaces before sharing; original-file and private-history permissions are not a filter on the exported database.