1. Import Structure
Limitation: this process can only import "Product", "Service" or "Expense" type of products.
System Admin -> Data -> Data Import -> Direct Product Import.
You can create a new structure (personalized name) by copying the lines of the standard structure which can then be customised.
This customization is done by eliminating (delete) and re-ordering the fields in the structure (Field Format), changing the structure of the data type fields, etc. Note: The Start No field will always determine the import order of the fields in the file to be imported.
If you want to customise a new structure then you can also change the supported file format. For example: from "Comma Separated" (csv) to "TAB Separated (TAB Delimited).
2. Import File - structure - mapped on the standard "Import Product SocrateOpen" import structure
Note: The red fields are mandatory and must have already been defined in the system (the exact name must be filled in - we recommend you use copy & paste), the blue fields are also mandatory but do not need to be pre-defined, and the green ones are optional but need to have already been defined in the system if they are to be used in the import.
Note: After populating the file, eliminate the table header (the description of the fields) and, if using .xls type files, do not forget to save them (using Save As) in the format required by the structure (csv, tab, etc.).
Product Import Example: Open Product Import Example
3. Temporary Import (ImportFileLoader)
System Admin -> Data -> Data Import -> Import File Loader.
Select the file constructed at step 2 and the import format from step 1.
Press the Process button.
4. Actual Import from Temporary Table
System Admin -> Data -> Data Import -> Import Business Partner & Contacts.
You can click on the Import BP SocrateOpen button from any line.
Process parameters:
Delete old imported records - it erases the records with the Imported checkbox;
All records - it will import all the records that do not have the Imported checkbox selected.
The lines that were impossible to import will not have the Imported checkbox and the Import Error Message field will be filled with the corresponding error message.
Note! When importing products, the version of the sales price list is automatically completed, taking into account the following conditions:
- if the sale currency (ISO sale currency code) is the same as the currency on the price list, the version of the sales price list is automatically completed (ordered ascending by ID);
- if there is no sales price list in checked in the "Default" field, then the version of the last created price list will be completed;
- if the sale currency (ISO sale currency code) is different from the currency on the default sale price list, the system searches for and completes the first sales price list created with the sales currency in the file.
Starting with v14.07, articles with sets of properties can also be imported. The sets can be of the instance type (lots, series) or simple, with up to 10 properties per set. In this case, the set, properties, and values for each item must be specified!
if, in the import window, the Property Set Name field is not filled in/initialized with the appropriate value, then the values of the Property Set will not be updated;
more than ten properties can be imported by initially importing the item and then updating it with additional properties;
the values of a list property can be imported using the Import Values Properties process.
Starting with v15.02, articles with "Storable" (Y/N) and "Structures/ Recipes" (Y/N) can also be imported.
Import Prices
If there are articles that already exist in SocrateCloud and only the price importing is desired (updating articles with a new price list/ price list version), the following import structure must be used: "Import Product Prices SocrateCloud" (based on the "I_ProductPrice_SO_Article price import" table).
The next steps must be followed:
The import structure -> Import Product Prices SocrateCloud
Import file
Temporary Import -> Upload files to Import
Effective import from temporary table -> Prices Import
Available options:
Just Validation - the process only executes a validation of the data in the temporary table and determines the values for the indicated entities (Category, Type, etc.) If an incorrect value was indicated, the system responds with a message on that record.
Import Without Errors - the process will NOT import those records for which the system responded with an error. Previous and successfully imported entries will remain imported. Subsequent entries are not imported. The user can intervene and correct the record to eliminate the error, and then start the import process again;
Delete Old Imports - the process first deletes from the temporary table the records successfully imported from a previous run;
All records - check if you want to import all entries in the temporary table and not just the current record.
Import Products - Workflows
The Import Products - Workflows window allows importing and updating the following information, available in the Products window, Workflows tab:
Product Code or Product Name (product identifier to be imported):
Management Code
Management Code Source
Type of Supply
Minimum/Maximum Inventory
Safety Inventory Variable Check (IsVariableReplenishInventory)
Security Time (InventorySecurityTime)
the process returns an error if the Safety Inventory Variable check is not set and the Security Time field is filled with a value;
Fixed Inventory Security Quantity
Delay days
Minimum Inventory check updatable at any time
Notes:
when updates are made, all import fields will be updated, it does not matter that they are null;
The "Import Product Replenish" or a similar structure is used to import the file;