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How to fill out the import template

Summary

To get your supplies loaded into PSTrax, our team will provide a spreadsheet template for listing all the stock items in your department. This list should include every unique item you use—such as EMS or station supplies. You’ll also have the option to define minimum and maximum stock levels by container (like an ambulance, warehouse, or supply closet), though this step is optional. Once we receive your completed spreadsheet, we’ll load the items into the system and assign them to containers, enabling your team to start managing inventory, expirations, and lot numbers in PSTrax.

Instructions

This guide walks you through how to fill out the item import spreadsheet used to load supplies into PSTrax. Be sure to follow the recommendations for naming and structure to ensure a smooth upload process.

Step-by-Step Instructions

1. Review the Spreadsheet Template

  • PSTrax will send you a template to complete.

  • The spreadsheet includes fields for item name, lot/expiration tracking, container names, and par levels.

2. List All Inventory Items

  • Under the Item Name column, enter the name of each unique item you stock.

  • Use consistent naming to avoid duplicates (e.g., don’t mix “14 Gauge IV” with “IV 14 Gauge”).

3. Indicate Lot Number and Expiration Tracking

  • Use Yes or No under the Lot Number and Expiration Date fields to indicate if these apply to each item.

  • Example: If you track expiration dates for N95 masks, mark “Yes” under Expiration.

4. Optionally Add Min/Max Stock Levels

  • You can enter Min and Max levels by container (e.g., Warehouse, Ambulance, Supply Closet).

  • Only input one version per container type (e.g., one ambulance, one warehouse).

  • You can customize the container name and stock levels as needed.

5. Add Additional Fields (Optional)

  • Other fields (e.g., Manufacturer, Internal ID) are optional and can be filled in later.

  • The columns are organized from most important (left) to least important (right).

6. Submit the Spreadsheet

  • Email the completed spreadsheet back to your PSTrax onboarding contact.

  • We’ll upload the items and help assign them to your containers.

7. Duplicate Containers in PSTrax (Post-Import)

  • Once one container (e.g., Ambulance 1) is built, it can be easily duplicated for other similar units.

For help completing your spreadsheet or questions about the process, reach out to help@pstrax.com.