This option may be used to bring product information into Enterprise 6 from a file on disk, to facilitate transfers from other computer systems. The information must first be put into the correct format in a text file, saved with Tab and Carriage Return ‘delimiters’ separating the fields and records.
The most convenient way of producing import files will often be through the use of a spreadsheet program. If so, when the data is complete and the file is ready for import, use the ‘Save As…’ function (usually on the File menu) to convert the file to Text format. Choose the ‘Text’ option or ‘Text (Tab delimited)‘. The latter option will insert Line Feed characters into the file, which the import routine will then need to remove again.
If exporting data from other databases or accounts programs, it is advisable to export as text and examine the file in a spreadsheet before importing to Enterprise 6 to ensure that the columns are in the correct order (specified below).
When building your own import file, you must include every field in the order shown below, as the import function is expecting a text file of a set format. If editing the information in a spreadsheet prior to import, each field would be represented by a different column. You not need to have information in every field, so if you have gaps in your data, then the spreadsheet should feature blank columns to correspond to those gaps. For example, if data for the Description field is not available, you should nevertheless retain a blank column for that field between the product Name and Sales Account columns.
- Group Code
- Brand Code
- Model Code
- Product Code Mandatory only if no Group, Brand, Model
- Superior
- Product Name
- Description
- Sales Account
- Purchase Account
- Analysis Code
- Actual Sales Price
- Standard Sales Price
- Include in Price List - enter TRUE or FALSE to this field
- Maintain Stock - enter TRUE or FALSE to this field
- Serial Number - enter TRUE or FALSE to this field
- Minimum
- Maximum
- Modified Date
- Supplier’s Company Code
- Their product Code
- Actual Cost Price
- Standard Cost Price
- Margin
- Short Code
- Default VAT Code
- Allow Price Updates True or False
- Weight
- Size
- Commodity Code
- Bundle or Assembly True if Bundle, False otherwise
- Bundle/Assembly options (see below)
Your text document must contain this number of fields, blank if necessary. If the first line of the text document shows field headings to aid editing, no attempt will be made to import that line if the headings are spelt in the same way as those used in the example file.
The Bundle/Assembly options column should contain one of the following numbers:
Bundles (ie Bundle or Assembly is True)
- Under each product 1
- At the base 2
- Not at all 0
Assemblies (ie Bundle or Assembly is False)
- PO Assembled Item 1
- PO Components 2
Note that if you specify Group, Brand and Model codes, you need not specify the full product Code (which is an amalgamation of all three) - or if you specify the product Code, you need not specify the others.
The import routine will divide the product Code up to determine the Group, Brand and Model Codes. However, it will assume that the Group and Brand Codes are each three characters long.
In case of error, a message ‘duplicated key’ may result, since each product must be given a unique identifier. If the product Code already exists, then the information in the import file will be used to overwrite whatever was stored before. If you do not specify a product Code, Enterprise 6 will create one by concatenating the Group, Brand and Model Codes. If no Model Code is specified, the Supplier’s product Code will be used as the Model Code and used as part of the product Code.
If the Model Code column on a given line contains the text “*Component”, then the product on that line is presumed to be a Component of the product that was last imported. The only other information that will be read in this case is from the Superior column, where the Component Quantity can be specified. If it is not, it will simply default to 1.
When you choose the ‘Import products’ option, you are first asked to confirm that you have created a correctly formatted text file, then simply given the normal Macintosh open document window: find and double-click on your products import file. As the import proceeds, you are kept up to date with the current activity. When it has been completed, assuming records have been successfully imported, you are asked if you want to check them - this is certainly a good idea. Check for errors, or differences from what you had expected the imported list to contain. If the list is dramatically wrong, you have probably used the wrong delimiters or number of fields in your file, so you should delete everything you’ve just imported, and start again.
The import procedure will concatenate the Group, Brand and Model Codes to form the product Code if you have the ‘Use Group and Brand in product Code’ Preference switched on.
Note that for very large text documents, which will be very laborious to convert to the required import format, your Enterprise 6 dealer or consultant may be able to construct an import routine in the Macro Editor. Contact your dealer for more details.