Import – Help Center

1. Import Introduction

Understanding Bulk Import and Its Functionality:

The import feature allows users to efficiently upload large amounts of data into the system in one go, eliminating the need for manual entry. This process is especially useful for managing bulk records, such as customer details, invoices, products, and pricing. By using predefined CSV templates, users can ensure that data is structured correctly before uploading.

Each import type follows a structured approach, where users first prepare a CSV file containing relevant data fields. In cases where additional files, such as PDFs or images, are required, they must be uploaded separately in a ZIP file. The system validates the data upon upload, checking for any errors or inconsistencies.

When managing a large number of customers, creating each entry manually can be time-consuming and inefficient. Instead, the bulk import feature allows users to upload multiple customer records at once using a CSV file formatted according to a predefined template. This method ensures consistency in data entry, minimizes manual errors, and speeds up the process of adding multiple customers to the system.

The import feature is designed to simplify bulk data entry by allowing users to upload large amounts of information at once, rather than entering records manually. This functionality is used across various categories, including:

Customer – Import customer details and user information.
Customer Product Price – Upload pricing information for products specific to customers.
Customer Specific Products – Add products assigned to particular customers.
Forecast – Import sales or demand forecasts.
Invoices – Upload invoice records and associated PDF documents.
Product – Import product details and related images.
Product List Price – Manage product pricing data in bulk.

Each import process requires a CSV file formatted according to a predefined template. Some imports, such as invoices and product images, also require additional ZIP file uploads to store PDFs or images.

Once files are uploaded, the system performs validation checks to ensure data accuracy. Users can track the status of their imports in the Batch History section and troubleshoot any errors using the provided import guides. This structured approach helps businesses maintain organized and up-to-date records efficiently.

Go to Administration
Click on Data
Click on Import under Data Action

2. Import Overview:

Bulk Import Section: The "Bulk Import" section is the main heading of the interface, indicating that users can upload and process bulk data into the system. This section supports various types of imports, including customer details, product prices, invoices, and forecasts. The interface is structured to allow users to select the relevant category for their data import. On the left side, a navigation panel shows all available import categories. Users need to make sure their data follows the system's required format to avoid errors.
How to use the Import Function?
- - Users first download the predefined customer template, which contains the necessary fields required for the system.
  - They populate the template with customer details, ensuring that each entry follows the correct format.
  - The CSV file must meet validation rules to prevent errors during import.
- Uploading the CSV File
  - Users navigate to the Bulk Import section under the "Customer" category.
  - They either drag and drop the prepared CSV file into the upload area or click to browse and select the file manually.
  - The system accepts only .csv files, ensuring compatibility with the database.
- Processing the Import
  - Once a valid file is uploaded, the "Start Process" button becomes active.
  - Clicking this button initiates the import process, where the system reads the file and validates the data.
- Batch History and Troubleshooting
  - After the import is completed, users can view batch history to check the status of the imported data.
  - If any errors occur, the system provides feedback, allowing users to correct and re-upload the file.
Navigation Panel: The left-hand navigation panel contains multiple import categories, which are grouped under broader sections. The "Customer" section includes options for importing customer details and customer users. Other sections include "Customer Product Price," "Customer Specific Products," "Forecast," "Invoices," "Product," and "Product List Price." Each option allows users to import specific datasets into the system based on predefined formats. Selecting a category updates the main panel to display relevant import options for that specific data type. This layout ensures efficient navigation between different types of bulk imports.
Upload Files - Customers: This section provides the primary interface for uploading customer data. The panel is labeled "Upload Files - Customers" and includes a designated drag-and-drop area for file uploads. Users can either drag their files into the box or click to browse and select a file manually. Only files in ".csv" format are accepted, ensuring data consistency and compatibility with the system. Before proceeding, users should verify that the CSV file is formatted according to the required structure to prevent errors.
Action Buttons: Below the file upload section, there are two primary buttons: "Start Process" and "Cancel." The "Start Process" button will only be activated once a valid CSV file is uploaded. Clicking this button initiates the import process, validating and processing the uploaded data. The "Cancel" button allows users to exit the import process without uploading a file or making changes. These buttons provide control over the import process, ensuring users can review and confirm their actions before proceeding.
Additional Links: At the bottom of the interface, three additional links are provided for user guidance. The "View Batch History" link allows users to review previous imports, including successful and failed batches. The "View Customers Template" link provides a downloadable CSV template that users can follow to structure their data correctly. The "View Customers Import Guide" link directs users to documentation explaining the required fields, formatting guidelines, and common troubleshooting steps. These resources help users understand and comply with the system’s data import requirements.

The invoice import process is divided into two sections because invoices consist of both structured data (CSV file) and document files (PDFs). Each section serves a distinct purpose to ensure accurate processing and organization of invoices.

1. Upload Files - Invoice (CSV Format)
  - This section is for uploading invoice details in a structured format.
  - The CSV file contains essential invoice data such as invoice number, date, amount, customer details, payment status, and other required fields.
  - The system processes this data to generate invoice records in the database.
2. Upload Files - Invoice PDF (ZIP Format)
  - This section is for uploading scanned or system-generated invoices in PDF format.
  - Since each invoice typically has a corresponding PDF document, users must compress and upload them as a ZIP file to maintain organization.
  - The system matches the PDFs with the records in the CSV file using invoice numbers or another reference field.

The same goes for product import. The product import process is divided into two sections because products consist of both structured data (CSV file) and visual elements (images). Each section has a distinct role to ensure products are properly cataloged in the system.

1. Upload Files - Product (CSV Format)
  - This section is used to upload a CSV file containing structured product details.
  - The file includes essential product information such as product name, description, SKU, price, category, attributes, and stock levels.
  - The system processes this data to create and organize product records.
2. Upload Files - Product Images (ZIP Format)
  - This section is for uploading product images in a ZIP file format.
  - The ZIP file contains product images, which are named to match product records in the CSV file (e.g., using SKUs or product codes).
  - The system links the images to the respective products for display in the catalog.