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    How do I use the Supplier Import Tool?

    A guide on using the Supplier Import Tool in Cloud POS backoffice

    The Supplier Import tool allows quick, bulk creation of supplier records in the Cloud POS database.  

    This can be used in situations such as if you are moving to Cloud POS from another retail platform and wish to bring across your existing supplier data.


    Prerequisites

    We always recommend using the import template generated within Cloud POS, since it contains the correct fields which are required for the import.


    Generating an import template

    1)  From the main menu in Cloud POS backoffice, navigate to Create & Manage Items, then Import Tools.  

    2)  Under the Supplier Import heading, click on the button to Generate Blank Template, then click on Download File to save the template file on to your computer.  The template file format is a Microsoft Excel file (.xlsx).


    Understanding the supplier import template

    Once you have opened the template file in Excel, you'll notice a second sheet entitled 'Example':

    This sheet shows an example of how the supplier records need to be added to the template:

    For a supplier to be imported, it needs to have a Supplier Name, Supplier Code and Account number, all other fields are optional but do have validation for lengths in the Excel template.  A supplier will also not import if the Code is the same as an existing supplier.

    The supplier import templates contain data validation, i.e. maximum character length.  You’ll be shown an error message within Excel if the data is not valid for import.

    When you have entered all of the necessary data into the template, save the file onto your computer – the file format must be Excel for the import to work.


    Importing the item import template

    Once you have your item import template prepared and checked, you can now import the data into the Cloud POS system.

    1)  From the main menu in Cloud POS backoffice, navigate to Create & Manage Items, then Import Tools.  

    2)  Under the Item Import / Export heading, click on the Import Items button: 

     

    3)  Click Browse to locate select the file from your local machine:

     4)  Select the file and click Open:

    5)  Click Upload;

    6)  The grid will now populate with the item records as per your template:

    Records will be marked as Error if there are any problems with the data, and the Error Message column will give a description of the problem.

    If there are records with errors, these will not be imported and these lines will be skipped by the import process.  The system checks for any invalid data:

    • A supplier with no name;
    • A supplier with no code;
    • A supplier with no account number;
    • A supplier with a duplicate code in the file;
    • A supplier with a code which already exists in your Cloud POS database;
    • An invalid email address;
    • An invalid phone, mobile and fax number;
    • Invalid values in the Custom Numbers fields;
    • Invalid values in the Custom Date fields.

    7)   If there are errors, you can make changes directly within the grid to rectify any issues.  Click on the field you wish to edit and type in the new information.

    Alternatively, you can edit the template in Excel and upload it again by following steps above.  This will replace the data you have previously uploaded in Step 5.

    8)  After you’ve made changes to correct any errors, click the Save Grid Changes and Validate Data button.  This will re-validate the information in the grid (i.e., do another check on that data to make sure that it’s okay for import).  You can repeat this step as many times as you need to.

    Ensure you check any changes thoroughly as, once committed, the changes are final.

    9)  When you’re completely happy with the new item records you’re going to create,  click the Commit Changes button.  This will create the item records in your Cloud POS database.

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