Data Exchange - Order Import and Export

Modified on: 2017-12-28 19:51:01 -0500


Overview

Data can be imported or exported from Supplyit from any location console. Supplyit allows users to import or export core objects as ASCII delimited text files. Users can choose from 3 delimiters - comma, pipe or tab. The import column specification displays once the import link for the object type has been selected. You can import or export inventories, order templates, orders, product pricing, products, surveys and wastes. You can also export Contacts, Locations and Timesheets. For required fields, you can set a column's value in the specification by changing the field name to the right of the equal sign to the text that you want it to be. For example if you are importing an order and your data file does not contain the SupplierName column, you can change the specification from SupplierName=SupplierName to SupplierName="My Supplier Name". My Supplier Name must be a location in Supplyit.


Benefits

Exported data can be used with external programs. This allows users to reduce steps in processes. Column specification can be changed to map to external application data fields. Users can your Jera's import to bring objects into Supplyit from other systems. 


Exporting or Importing Data

Navigation

Location Console=>Exchange=>Import Orders/Export Orders


Import Orders (default import) The default order specification requires certain headers be in the import file or in the column specification with set values.  Accounts belonging to an enterprise have a default column specification that is different from the standard column specification.  The specification can be changed to the standard format by toggling the option. Please be aware of this when importing and exporting orders. 


Default Import Order Behavior:

  • Orders are always imported as special orders
  • The default import order data is limited to importing 25 orders at a time. Orders must be manually selected during the import process.
  • If a special order exists that has the same supplier, customer, order date and shift, as an order that is being imported, the information in the existing order will be updated if the order is open. If the order is processed or closed the existing order will not be updated.
  • Using the default order import limits importing to only one special order for a supplier, customer, date and shift. To import more than one order for a customer on a given date use the import orders (beta) import.
  • Required Fields:
    • OrderDate (mm/dd/yyyy)
    • SupplierCode
    • SupplierName
    • CustomerCode
    • CustomerName
    • CatalogName
    • DepartmentName (required in the import file but can be blank)
    • CategoryName (required in the import file but can be blank)
    • ProductCode
    • ProductName
    • ShiftName (not required for vendor locations orders)
    • StartingOrder (order quantities must be integers unless the product's discrete integer value flag is not set. Setting the flag allows decimal order values)
    • CustomerAdjustment (must contain a number, can be zero)
    • SupplierAdjustment (must contain a number, can be zero)
    • UnitPrice (do not include $ or other symbols)


Import Order(BETA)

This import is more powerful than the import orders process above.


Import Order (BETA) Behavior:

  • All orders in the import file are imported, users do not need to select a group of orders to import. The import file size is limited but the beta import allows for more orders to be imported at one time than the default import order data feature.
  • Matching the OrderID to an existing Supplyit order allows a user to make changes to the order in Supplyit. An order's status can be changed, order quantities can be modified and products can be added.
  • New orders are imported when the OrderID is blank or excluded from the import
  • More than one special order can be imported on the same day and shift for a single customer
  • Required Fields: 
    • OrderDate (mm/dd/yyyy)
    • OrderStatus (Open, Processed, Closed)
    • OrderViewType (SalesOrder, PurchaseOrder, WorkOrder, RequisitionOrder)
    • LocationCode and/or LocationName
    • ContactCode and/or ContactName
    • ProductCode and/or ProductName
    • ShiftName (not required for vendor locations orders)
    • StartingOrder (order quantities must be integers unless the product's discrete integer value flag is not set. Setting the flag allows decimal order values)
    • UnitPrice (optional the system will use pricing in Supplyit if pricing is not included)


Export Orders

The export orders specification can be modified to align with an external program's import specification. Each field name in the specification can be changed by changing the name to the right of the equal sign. For example if you want the SupplierName column to be called Vendor Name change SupplierName=Suppl;ierName to SupplierName=Vendor Name. If you want to replace data in the export with different data set the field to the new data as follows - SupplierCode="22222".


The order export has two formats, standard and our new beta format. The beta format has more features when importing.


Tips & Tricks

  • Exporting the object that you want to import can assist with understanding the import file format and field values. The exported file can be modified and used to import files for the same type.
  • If you want to use Excel to take an inventory, first create an inventory in Supplyit with no values, export the inventory and open in Excel. Fill in your inventoried quantities. Remember to save in the CSV format and not Excel format. You can then import the inventory back into Supplyit. Make sure that you delete the inventory that you created as a template so that you can import you completed inventory.
  • The order import may fail if there is no data in fields that require a value. For example the order adjustment fields in an order must contain a number and cannot be an empty string in the standard format. If these fields are null or blank the import will fail.
  • Order Templates can be exported and changed in Excel then reimported. Excel allows users to quickly edit all items across many days and may save time.




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