Import product information

Add or update product information by import from a spreadsheet.

Warning: Imported updates are immediate and cannot be reversed. Be sure data is accurate and properly formatted before importing. Technical support for this feature is on a time charge basis.

Prepare product spreadsheet for import

Set up spreadsheet and review data prior to import. Incorrect spreadsheet formatting can result in import errors.

Review Product import field information.

Spreadsheet review tips:

• Separate Columns: Each property of a product represents a single piece of data. Each data element must be in its own column on the spreadsheet.

  For example, if product is listed as ABC123 PRY BAR, with a combined Product Number and Description, then you must enter the Description PRY BAR into its own column to import it separately.

• Column Headers: Make sure column headers do not have extra spaces or special characters, such as parentheses.
• Exact Matches: To match data, it must appear it on the spreadsheet exactly as it is set up in Inform (case-sensitive).

  For example, Product Number ABC123 is not updated if the spreadsheet specifies abc123.

• Code Matches: Data matches on Code fields, not Descriptions.

  For example, if a Product Line for Cleaning Supplies has a code of CLEAN, then you must specify CLEANin the Product Line column.

• Leading Zeros: Leading zeros must be included with any data for import. By default, Excel trims leading zeros from columns with General formatting. Verify column formatting and change non-date fields to Text format before making changes or saving.
  (In Excel, right-click the column and select Format Cells. On the Number tab, under Category, select Text.)
• UPC numbers: Verify column formatting for UPC numbers is set to Text. 
  (In Excel, right-click the column and select Format Cells. On the Number tab, under Category, select Text.)
• Default Fields: Not all data fields are required. The Product Import page includes an Additional Fill-In section that allows you to fill in some information automatically.
  For example, if your spreadsheet is intended to update a single Product Line, you can select it from the Additional Fill-In instead of entering that Product Line on the spreadsheet.
• CSV Format: Save the spreadsheet, save the file format as Comma Separated Value (.csv). Note that if you re-open a CSV file in Excel, it will convert the column format back to General

Import data into Inform ERP

1. Navigate to File > Product > Product Import.
2. Read the confirmation message, then click OK.

   

3. Click the folder icon by File Name, and browse to the .csv import file.
4. Click Open.

   

5. If the spreadsheet does not contain column headers in the first row, de-select the Has Headers check box.
6. Select the Warehouses in which to apply the product changes.

   Note: All warehouse specific details, such as cost, mins, and maxes, will be imported into all selected warehouses.

7. Map the data from your spreadsheet to product data.
   Do either of the following: 
   
   • Use the drop-down list in the Mapped Column to map to the data from the spreadsheet.

     

   • Click the Data tab, and drag the column heading from the Import Data grid to the Mapped Column cell.

   

8. Repeat step 7 until all spreadsheet fields are mapped.
9. Use Additional Fill-In options for data not included on the spreadsheet.

   

   These defaults are useful when you wish to update a single piece of data (such as one specific Product Line or Customer Category).

   Cross linked manufacturer numbers

   • Typically a Product Import is based on the Manufacturer's Number for the individual product, which becomes the initial link between your products and the imported data file.

     Problems may arise when different manufacturers use the same number for different products, resulting in updates being posted to the wrong product.

     Eliminate this problem by using UPC Codes or the Product Number to Match On, though this data may not be readily available.

   • When importing based on Manufacturer's Number, consider including the Product Line in your import. Products that do not match on the Product Line appear on the Exceptions report.

     Optionally, select the Ignore MFG Cross-Link Errors check box to exclude these from the Exceptions report. If you don't see this option, maximize the Inform ERP application window.

10. Click the Data tab to view and edit spreadsheet data without opening the Excel file.
11. Click Analyze to check the data to make sure it will import properly. If the spreadsheet contains  errors or incorrect mappings, Inform ERP will display an Exceptions report. This report provides the row numbers and the failure reason, detailing why data may be skipped over during the import.
12. Click the Data tab to make corrections when Exceptions have been identified.

    Note that changes made on the Data tab will be used only for this import and will not be written back to the CSV file.

11. Click Import.

    When import is complete, a pop-up notification displays the results.

    

    • The number of Records Updated and New Records Created is the total number of successfully imported rows.
    • The number of Records Skipped includes locked records and the total number of failed rows.
    • The Exceptions report provides row numbers and failure reasons, detailing why data was skipped during the import. Most commonly, skipped data rows are caused by bad data, such as non-matches or incorrect column formatting. Correct Exceptions, and re-import, if necessary.