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How Do I Import Item Data?

If you already have a system which contains data you can use the import facility to load the item information. Alternatively, you may want to start preparing your data before you actually get the system installed. This section will describe how to prepare the data, import it and check it.

Before You Start

What Is The Format Of The Import File?

Import The Data

Confirming The Data

Before You Start

There are a few things you should do, or at least be aware of, before you start.

What Is The Format Of The Import File?

Before you can import your file you have to make sure it is in the correct format. It must be a comma-delimited text file. The easiest way to create the file is to use Microsoft Excel. Set up a spreadsheet with the required columns (as below). You can type the names of the columns in the first row if you want. Enter each unique item on its own row and enter your data. When you save the spreadsheet, don't save it as an Excel workbook, save it as a CSV file.

ImportItemDataSample.gif (13874 bytes)

If your data is coming from another system, import the data into Excel and add/delete/move the columns so that they match those listed below. Save the data in a CSV format and you are ready to go. The columns that you require for your spreadsheet are as follows.

Field#

Column

Use

Maximum Size

1

Brandname

The brand name of the product. Not required.

30

2

Description

The description of the product. Required.

30

3

Variety

The variety of the product. Not required.

30

4

Size

The size of the product. Not required.

10

5

Fit

The fit of the item.

 

6

POS 20

The POS description used by DynaPOS. If not entered the system uses the first 20 characters of the Description.

20

7

POS 12

The POS description used by VersaTerm. If not entered the system uses the first 12 characters of the Description.

12

8

Dept

The code of the department the item belongs to. If not entered, the system uses 'UNK'. If you enter more than one product from the same department,  enter two lines in the spreadsheet. Make sure that the code you use for the department is the same. If you enter two slightly different codes, the system assumes they are two different departments.

5

9

Cat

The code of the category the item belongs to. If not entered, the system uses 'UNK'. If you enter more than one product from the same category, enter two lines in the spreadsheet. Make sure that the code you use for the category is the same. If you enter two slightly different codes, the system assumes they are two different categories.

5

10

Group

The code of the group the item belongs to. If not entered, the system uses 'UNK'. If you enter more than one product from the same group, enter two lines in the spreadsheet. Make sure that the code you use for the group is the same. If you enter two slightly different codes, the system assumes they are two different groups.

5

11

SubGroup

The system generally only uses department/category/group. However a fourth level, subgroup is available if required. The code of the subgroup the item belongs to. If not entered, the system uses 'UNK'. If you enter more than one product from the same subgroup, enter two lines in the spreadsheet. Make sure that the code you use for the subgroup is the same. If you enter two slightly different codes, the system assumes they are two different subgroups.

5

12

Supplier

The code of the supplier the item is purchased from. If not entered, the system uses 'UNK'. If you enter more than one product from the same supplier, enter two lines in the spreadsheet. Make sure that the code you use for the supplier is the same. If you enter two slightly different codes, the system assumes they are two different suppliers.

10

13

Order

The supplier's order code for the item.

10

14

Manufacturer

The code of the manufacturer of the item. If not entered, the system uses 'UNK'. If you enter more than one product from the same manufacturer, enter two lines in the spreadsheet. Make sure that the code you use for the manufacturer is the same. If you enter two slightly different codes, the system assumes they are two different manufacturers.

10

15

Carton Size

The number of units in a single carton. This must be a whole number greater than zero. If not a valid number, the system uses 1.

 

16

Min Order

The minimum number of units you can order in one carton. This must be a whole number greater than zero. If not entered, or it is an invalid number, the system sets this to the Carton Size.

 

17

Ex Tax Cost

The tax exclusive carton cost for the item. If you leave both Ex Tax Cost and Inc Tax Cost empty, no cost record is created for the item. You only need to enter one of the costs. You can use the Cost Calculator to work out the value of the other cost.

 

18

Inc Tax Cost

The tax inclusive carton cost for the item.

 

19

Sell Price

The sell price for one unit of the item. If this is not entered, the system does not create a sell record.

 

20

Barcode

The barcode number of the item. If left empty, the system does not create a record.

 

21

Tax Code

A code that indicates the tax on this item. If you enter more than one product with the same tax rate, enter two lines in the spreadsheet. Make sure that the code you use for the tax is the same. If you enter two slightly different codes, the system assumes they are two different tax rates.

5

22

Discountable

Indicates if the item can be given a discount. Set to 'T' (true) if a discount can be given, 'F' (false) if no discount allowed. If left empty, the system assumes that a discount can be given.

 

23

Cross-Reference

When you are importing data from other systems, the items may already have a number assigned with them. You can load this number as a cross-reference. This gives you a means of finding items in this system, using the number from your old system. This will allow alphabetic characters to also be loaded.

20

24

Unit Of Measure

The unit of measure for the item. If this is empty, the system will assume 'EACH'.

10

25

Sell 2

The second sell price for one unit of the item.

 

26

Sell 3

The third sell price for one unit of the item.

 

27

Sell 4

The fourth sell price for one unit of the item.

 

28

Sell 5

The fifth sell price for one unit of the item.

 

29

Track Serial Number

Set to 'T' if we want to track our serial number, 'S' if we want to track the supplier's serial number.

 

30

Classification

Classifications are used group similar items together. They play an important rule in determining which items are allowed at which locations.

 

31

Recipe Item

Set to 'T' if this is a recipe item.

 

32

Family Code

The family code of the item. If the code does not exist, it will be created automatically.

 

33

Variety Set

The code of an existing variety set. If this is left empty, the system will use the Variety column as the default. If it is entered, the Variety column is ignored and the system will create an item for each variety in the set.

 

34

Size Set

The code of an existing size set. If this is left empty, the system will use the Size column as the default. If it is entered, the Size  column is ignored and the system will create an item for each size in the set.

 

35

Fit Set

The code of an existing fit set. If this is left empty, the system will use the Fit column as the default. If it is entered, the Fit column is ignored and the system will create an item for each fit in the set.

 

Import The Data

The Import Item Data task loads the data from the CSV file into the system.

First of all you need to tell it the name of the CSV file in Data File. When you enter the name of an existing file, the system displays the required column names matches to the first row of the spreadsheet. This allows you to double-check that you have the columns in the spreadsheet set up correctly.

If you typed the column headings on the first row, check the Ignore First Line option on. The system discards the first row of the spreadsheet and only loads data from the second row onwards. If the first row contains data, make sure the option is checked off.

Make sure the options at the bottom of the form are filled in. These give the system important information on how to create the costs and sells.

As the system loads the item data, the system creates an item and assigns it a unique Item Number to identify it. This is an internal number used by the system. The other important number associated with an item is the barcode number that is scanned to identify the item. You must have an EAN/UPC/PLU number in order for the item to be sold on DynaPOS. What if your item doesn't have a barcode? You can make up a number (called a PLU - Price Look Up) and enter that instead. It won't scan at the register but at least DynaPOS recognises the item. You can have the system automatically create a PLU for each item based on its Item Number. If you want the system to do this, make sure the Auto Create PLU from IPN option is checked on.

As the system loads the data, it checks to make sure the data is OK. Any problems it finds are printed on the Import Items Data Report. This tells you the line number and the problem encountered. It is a good idea to check the data file before actually loading the data. You can do this by checking the Load Data option off. The system checks the data in the file and produces a report but it will not load any data. You can then correct any problems and reprocess the data. When you are finally happy with the file, check the Load Data option on so that the system actually loads the data. If you have the Load Data option checked on and you get errors, you need to fix the items manually.

Click the Save button to import the data file. The system will not delete any existing details before loading the file.

Confirming The Data

At this point you have items loaded into your system. The system sets the departments, categories, groups, suppliers, manufacturers and tax codes based on your original data file. These codes must exist in the system. If you have not already defined them then do so now. Once you have defined the codes, how can you be sure that the codes loaded into the items are actually defined? After all you might have made a typing mistake against one of the items. The Item Verification Report checks all the codes in the items to make sure they have been defined. Using this report, you can either set up the missing codes, or correct mistakes in the items.

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