You must create an import definition before you can import data into Readysell.
This is usually done by Readysell staff. You should not attempt to create an import definition unless you are familiar with the process.
Creating an Import Definition
- In the navigation panel, click Import/Export. The Import/Export Definitions list opens.
- In the definitions list, select the required Category, then select a definition that is similar to the one you wish to create.
- Click Copy to create a new definition.
- Enter a name for your definition. The name should provide a short description of what the definition is importing. For example, if you are importing Price Book data, the name of the import/export definition would include the supplier's name (e.g. "Brother Price List").
Check that the category and data type are correct. For example, for a price book import, the category must be Products and the data type must be Price Book.
These fields are located at the top right hand corner of the Import/Export display window. In the Import/Export Format field, select the format of the file you want to import. This can be either CSV, XLS or XLSX.
This field is located in the second row at the top of the Import/Export display window. In the Sheet field, select the sheet within the import file where the data is located.
The data you want to import is in the second sheet. In this case, you would need to enter 2 in the Sheet field. In the Start At Row field, enter the number of the row where the data begins. This allows you to skip over any header rows.
In this example, there are three rows of headings, and the data begins in row 4.
In this case, you would need to enter 4 in the Start At Row field.
- Set up the fields to import:
- Column Number is the order in which the columns appear in the import file.
- Caption is the column heading in the import file.
- Property is the exact name of the field within Readysell where you want the data to be imported. This is case sensitive and does not include spaces. For example, the Product ID field must be entered as "ProductID"
- Data Type is the type of data in the field. This will usually be String (for text fields) or Decimal (for currency).
If you want the same data to appear for every row in the import, you can enter this data in the Static Value field. For example, if you are importing products, you may wish to set the status of each product to "Active" - you would do this by entering "Status" as the column name and "Active" as the static value. If you enter a static value, you must set the column number to be 0.
In this example, the Status will be set to "Active" for every product that is imported.
Because the status does not appear anywhere in the import file, the column number has been set to 0.
There is no limit to the number of static values you can have for an import, and you can have more than one column with number 0. (You cannot have more than one column for any other number.)
- Select the key for your import by checking the Key checkbox. The key should be a field that is unique for each row - usually this will be the Product ID. You can have more than one key, but you must have at least one.
- Specify which columns are required by checking the Required checkbox. If you mark a column as required, then Readysell will only import rows where that column is filled in. If the column is empty, the row will not be imported.
- If there are any columns in the list that you do not want to import, you can either delete them (by selecting them and clicking Delete) or check the Ignore checkbox.
- Once you have finished, click Save and Close.