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File import

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Divya Ranamalla
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In this article, you will learn how to import items using the supplier's file.

These can be items without stock that are entered directly into the catalog or a delivery (direct or planned).

IMPORTANT
It is recommended to use our import template: File import template.xlsx
This is an excel file where the columns must be filled in with product data from your supplier.
Keep only the column names in the template and replace the rest of the contents in the file.

Get started with file import

To import items, data will be read from the import file, i.e., an excel sheet from the supplier (or use our import template).

Each column represents one product field that is filled in with product information. 

When the file is imported, new items are created with the item definition from the excel file, either in the form of a delivery or new products. 

 

Step 1: Upload file

  1. Make sure that the excel file is in the correct format (see file import template above).
  2. In Portal, navigate to File import under the Admin menu.
  3. Choose what you want to import, namely:
    • Products
    • Delivery
    • Transfer items between stocks
    • Product updates
  4. Click Select file button to upload the file and then click Next.

Step 2: Mapping

When the file has been uploaded, the columns must be linked to the relevant product information fields.

Depending on what you have selected in step 1 (upload page), the relevant columns will be displayed on the mapping page.

If you have chosen to import Delivery, then you will see the columns below:

  • OrderNumber (order ref.)
  • QTY
  • GTIN

If you have chosen to import Products, then you will see all other columns except QTY and OrderNumber.

To start mapping, click Edit and select the appropriate column and Save . 

All the product fields listed here must either be mapped or skipped. If you don't have a column for description in excel, click Edit > Skip . 

In this section:

Mapping description

The fields marked with * are required. 

 Mapping

 File import
 template

 Description

 Error message /NB

Order
number/ref.

Order reference

The order number is a number or text that you can use as a reference.

 

QTY *

Number

Stock quantity ordered. (planned delivery)

  

Name*

Item name

Product name, shown in other on the receipt such as the name of the item.

 

Item code

The supplier's item number or article number.

  

Color code

The supplier's color code or similar.

 

Brand

Defines which brand the item should belong to.

  

Group*

Category*

Defines which group the item should belong to.

 

Subgroup

Defines which subgroup the item should belong to.

 

Gender

Gender

Defines which gender the item should belong to: c=child, f=lady, m=men, m,f=unisex, g=girl, b=boy, i=Baby.

 

Season*

Season

Defines which season the item should belong to.

 

Color

Defines which color the item should belong to.

 

Size system

 

Defines which size system is used. 

For example: SML

NB: Case sensitive

Size*

Size

Defines the size of the item.

For example: M

NB: Case sensitive

GTIN/EAN

EAN / GTIN

GTIN (same as EAN) is a unique identifier for an item in a specific color and size. It is recommended to always include this information because it is often mandatory for search engines and marketplaces.

 

External  SKU

 

 

 

Purchase price

Entry price

Purchase price in currency as it appears on the order.

Invalid format: Expected Format is Number.

Go to the Excel document and change the format of the column to Number and 2 decimal places.

Currency

 

Currency registered on the label. For example: EUR

NB: Will be overwritten by the exchange rate registered in Portal.

Freight

 

Shipping percentage to be added to the calculation of the landed cost.

NB: Will be overwritten by the shipping percentage set on the label in Portal.

Duty

 

Duty percentage to be added to the calculation of import costs.

 

Landed cost

Input cost = Purchase price * currency + shipping and any customs duties.

Invalid format: Expected Format is Number.

Go to the Excel document, select the column and set the format Number and 2 decimal places.

Out price*

 

Out price

Price incl. VAT

Invalid format: Expected Format is Number.

Go to the Excel document and change the format of the column to Number and 2 decimal places.

Tags

Tags (Free text, comma separated)

Product tags: For example: Trousers, Denim.

 

Images

Images (URL)

You can add more pictures here. If you want this, enter this with comma separation like:
http://someurl.com/bilde1.jpg,
http://someurl.com/bilde2.jpg

NB: Be sure to enter the URL to the image and not the URL to the website where the image is located.

Description

Product description

Description of the item that is updated automatically on various channels.

 

Available online

Web goods (0=no, 1=yes)

Mark the products as Web goods if they are to be published in the online store. 

0 = No, 1 = Yes

 

Prevent Label Printing

Block label printing (0=no, 1=yes)

Set the value to 1 if you need to block label printing on certain items (typically on jewelry and small items).

 

Update product data

There could be instances where the supplier sends in files that contain new and existing products.

You can choose to update the prices for existing products, so that the deliveries will have correct cost and outprices. This can be done by selecting the relevant check boxes (shown below).

For example: If you are importing any existing products that have a change in price, then select the 'Landed cost' and 'Out price' and click Next. 

Create template

You can choose to save your mapping as a template.

Instead of manual mapping, use this saved template each time you import an identical file format.

 

Step 3: Conflict and Rules

After you have connected the fields and perhaps created a template, you will be redirected to Conflict and rules page. 
In order to be able to import the files, all conflicts must be resolved. 
Below are a few example of conflicts:
  • The brand/product group/season does not exist: You can press + to create it or use the drop-down to map it to an already existing brand.
  • Missing sizes: If there are missing sizes, refer the article Size systems to create sizes.
  • You have the same sizes in several size systems: Make sure that you must then link the size to the correct size system.

If you get any conflicts that you don't understand, then take a screenshot of the conflicts, attach the import file and send it to support@frontsystems.no for further assistance.

Step 4. Run import

mceclip11.png

If there are no conflicts, a list of what is about to be imported will be displayed.
Click Import to complete the process.

push-pin.png N.B.

If you see conflicts during the import, then please read the article Conflict management.
If you have problems uploading a file or have any questions, send an email to support@frontsystems.no.

 

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