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Import Data from Other Sources Screen

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Several kinds of data can be imported using the Import Data from Other Sources screen, such as Product (Inventory), Customer, or Supplier records. It is possible to import product cost and price information via this screen, as well. Data can be imported from:

Note: Depending on the type of data that is being imported, different fields will be visible on the Import Data from Other Sources screen.


General Instructions for Using the Import Data from Other Sources Screen

This section outlines the basic steps that should be followed when using this screen, however, more specific details about the selections that can be made for each type of data that can be imported is covered in later sections of this article.

The Local SKU field is required and must have a field mapped to it from the external file. It is not necessary to map all of the other fields in the text file to an Order Manager field. Check all of the tabs (i.e. Standard Product Fields, Custom Text & Integer Fields, etc.) to see other fields that are available. There are screen shots of each of them in this article.

  1. Go to the Main Menu >Maintenance Menu> Import/Export tab> and select Import Suppliers, Customers, Inventory or Costs & Prices.

  2. The Import Data from Other Sources screen opens:

Figure 1: Import Data from Other Sources screen - Import Products selected

  1. Click the radio button for the type of data to be imported:

    1. Products

    2. Cost, Price & Weight

    3. Customers

    4. Suppliers

  2. Click the [Backup Data Before Importing] check box to have the program make a backup copy of the tables that will be affected by the import. If a problem is encountered, such as the mappings being off, use the [Restore from Backup] button to have the program update the data file with the backups that were made before the process was started. Re-map the fields and try again. The format of the name of the backup file is Temp Product Backup yyymmdd.mdb. If more than one backup is created in the same day, the program will append -01, -02, etc. as necessary.

  3. Enter the path and file name of the MS Access database or text file which contains the data that will be imported or click the [Browse] button to select a file. The file must be a tab or comma-delimited text file (.txt or .csv) or a Microsoft Access database (.mdb).

    1. If using an MS Access database, the Database table to import from drop down list appears below the File to import from field. Select the table in the external database that contains the data you wish to import from the drop down list.

    Figure 2: Import Data from Other Sources - external database entered

    1. If using a text file, new fields will become visible that allow the user to indicate whether the first row of data in the text file contains field names, and to choose the delimiter used in the text file. If there are any tab characters in the text file, the program will pre-select the Tab option; if not, it will pre-select Comma. If the text file uses a different delimiter, enter it in the Other field.

    Figure 3: Import Data from Other Sources - tab delimited file entered

  4. After the name of the external file has been entered, a sample of the data in that file will be displayed in the Records in selected table or text file section at the bottom of the screen. Refer to Figure 3.

  5. If the external file contains a header row, the program will attempt to match the field names in the text file with an appropriate fields found in the Order Manager tables. The user can change them if necessary, and can manually map any other fields that the program was not able to match. The field labels, such as Local SKU and Item Name indicate the name of the Order Manager fields. The values that are populated in the drop-down lists on each of the tabs (Standard Product Fields, More Product Fields, Custom Text & Integer Fields, etc.) are the field names found in the external file. Refer to Figure 3.

  6. Click [Test Data] to have the program check the incoming data and report if it detects any obvious problems.

  7. Click [Begin Import] to import the data.

Import Suppliers

Figure 4: Import Data from Other Sources - Import Supplier records

Import Customers

Figure 5: Import Data from Other Sources - Import Customers

Tip: The only ways to update existing customer records are:

    1. manually at the View Customers screen

    2. at the Shopping Cart Functions screen, provided the shopping cart supports that functionality

    3. by using the Customer Matching feature of the Order Manager

Import Products

When product data is being imported, select one of the following options:

Warning: The Country of Origin field found on the More Products Fields tab, must be a two letter abbreviation for the country where the product was produced. Do not spell out the entire country name in the text file. This field is used for USPS and UPS customs forms.


Figure 6: Import Data from Other Sources screen - More Product Fields tab

More Product Fields Tab

Custom Text & Integer Fields Tab

Custom Currency & Date Fields Tab

Web Fields Tab

Figure 7: Import Data from Other Sources screen - Web Fields tab

Add'l Price Fields Tab

Figure 8: Import Data from Other Sources screen - Add'l Price Fields tab

Import Cost, Price, Weight and/or Supplier SKU

When cost, price, weight and/or supplier SKU data is being imported:

Figure 9: Import Data from Other Sources screen - Price, Cost & Weight tab


Related Topics   

Updated: 12/2/14

Modified: 5/17/12

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