Inserting a new line when external data changes

I am using Excel 2003

Here is what I am trying to do, in case there is a better way:

I want to have a spreadsheet with 12 monthly worksheets and one YTD
worksheet. As I added new items to the inventory, I want to update each of
these worksheets to reflect the new items. Most of the time the new items
will be in between existing items.

What I have done is prepared two spreadsheets, one with the monthly and YTD
workbooks and another with only the inventory listing. Refresh works
properly as far as adding the new item, but it is not adding a complete line
for the data, such that each new item "captures" cells to the right of it
which is data for the item which is now beneath it, causing my last item to
be one row off for each new inventory added.

I am accessing the external data as follows:

Data -- Import external data -- import data -- new source -- ODBC SAN
-- excel files -- excel file name -- select a table from the list, such as
NAMES (connect to specific table is checked) -- name the external link --
click finish -- import data box pops up -- select properties button on the
bottom -- select "insert entire rows for new data, clear unused cells" and
"fill down formulas in adjacent rows"

Despite doing what appears to be correct, when I add a line to my external
data, it does not add a new row to the workbook. It will insert the new
data, but all information in the row to the right remains unchanged and the
bottom row of data is now "orphaned" without data to the right

example

row 1 data 1
row 2 data 2
row 3 data 3

becomes:
row 1 data 1
row 2 data 2
new 1 data 3
row 3

when is should become:

row 1 data 1
row 2 data 2
new 1
row 3 data 3

I am also open to having all the data come from within one spreadsheet.

Thanks in advance for any thoughts, ideas or suggestions!

Rental Man