How Do I
must be the same on all worksheets.
Because some Excel workbooks have been supplied where the column header takes up more than 1 row of data, it is necessary to
enter the number rows that the header data uses on the first screen of the import utility, if more than 1 row is used.
There are 3 different pages where column names can be mapped or default values provided. The column names from the
worksheet are displayed to the right of the inventory properties. Column names can be dragged-and-dropped. If the column
names in the displays appear wrong, check that the correct number of rows of header data was entered on the first page.
Option Definitions
How unique parts are matched for insert or update: A unique part is identified by the combination of the Part Number
and the Manufacturer. Parts that exist in your management system that match the Part Number Manufacturer
combination from your spreadsheet will have the mapped values from your import mapping definition updated in your
Shop Management System to the values of the spreadsheet. If selected, unmatched parts on Part Number and
Manufacturer will be inserted in to your inventory.
Remove embedded dashes from input part numbers: Often times, suppliers will provide spreadsheets in which the part
numbers that they supply contain dashes (-). Check this option to have those dashes ignored/removed during the import.
Insert new part numbers into inventory: Check this option if you would like all new parts from the spreadsheet to be
inserted. Remember that if the Part Number and Manufacturer do not match an existing Part Number and Manufacturer
in your Management System, it will be inserted as a new part. There is no undo option for this if a mistake is made in the
mapping file or import process. The only option is to restore your database to the backup that you perform before
performing the import.
A Part Number is required. We treat the combination of part number and Manufacturer as unique. If a part
number/manufacturer is encountered more than once in the input, the 2
nd
instance will be processed as an update to the
part number. A blank Manufacturer is possible which could cause a duplicate to be entered or updated in your
Management System because the combination of both part number and manufacturer are unique. For example: If the
inventory in your Management System has the following part - Part Number: AF-12345, Description: Air Filter,
Manufacturer: Fram and your spreadsheet for import contains - Part Number: AF-12345, Description: Air Filter,
Manufacturer: , then the part line from the spreadsheet will be inserted as a new inventory part since the
manufacturer is different
A Part Description is also required
If a part number/manufacturer already exists in the database, the input is treated as an update. The following properties
can be updated: Part Description, Size, Cost, Selling Price, List Price, GL Account Code, Category, tire flag, taxable flag, and
user entered price flag
For GL Account codes, the mapped column in the spreadsheet can contain the unique database id for the Income Account
being associated with the part. Most users will choose not to map this column, but select a default from the selection tool
provided in the “Default if not mapped” column
For Categories, the mapped column in the spreadsheet can contain
o the unique database id for the category or
o The category description as entered in the database
For Vendors and Manufacturers, the mapped column in the spreadsheet can contain 1) the unique database id of the Vendor or
Manufacturer, 2) the code as entered in the database for the Vendor / Manufacturer, or 3) the name as entered in the database
for the Vendor / Manufacturer
Please note that Manufacturers and Vendors for a part are only set during insert. Due to system requirements, it is not possible to
update them automatically.
On the page titled “Data Columns with True / False defaults”, the property “Is this item a tire?” corresponds to the Tire
checkbox in the Inventory – Edit Part screen. A mapped column of data for this property may contain “1”, “true”, or “yes”
for checked, and “0”, “false”, or “no” for unchecked
On the same page, the “Taxable Y/N?” and “Tax Exempt Y/N?” properties correspond to the Taxable checkbox. The
“Taxable Y/N?” value maps to the check box with the same values as for “Is this item a tire?” The “Tax Exempt Y/N?” value
maps to the check box with the opposite properties. If a default value is required, set the value in the “Default if not
mapped” column for the “Taxable Y/N?” property
“User Entered Price Y/N?” corresponds to the “User Entered Price $” checkbox in the Inventory – Edit Part screen.
Mapped column values are same as for “Is this item a tire?”