Database Management - Item Record Import

*DataManagement Module Required

Overview: Point of Rental has a very simple way of doing a mass import of data files from Microsoft Excel. When you have more than 20 item records you would like to import, you now can simultaneously add this data to your item records instead of adding each record individually. 

Before you begin you should have a spreadsheet containing the data to be imported. Please be sure to check this data in your spreadsheet to confirm the following:

• You can use formulas to create the new/updated data. However, you must convert those columns to values.
• Remove any unnecessary columns that won’t be used.
• Save your finished file as one of the following:
  • First Row contains Header info
  • Comma delimited file (CSV) (Preferred method)
  • Delimited file
  • Fixed length
• Your file name cannot contain more than 40 characters.

Program Menu>Database Management>Item Record Import>Data Management Module

Note: If the Data Management Module is light gray, you do not have the Item Record Import module. You have the option of either purchasing this module or it can be rented daily.

Select Item Record - Import

Select the find button and enter the path of the file to be imported. 

1. File Name: Name of comma-delimited CSV file to be imported into your inventory.

Type: From the drop-down menu, select the type of record to be imported (Sales, Item, Header, Fractional QTY, Miscellaneous). For Parts Items, set the type as a Sales Item. The spreadsheet will then need to have a column for ‘IsPartItem’ with a value of -1 to denote it as a parts item and be defined as one of the columns in the Import Settings.

Category: Enter from the drop-down menu the category the items will be imported under. Note: If no category is selected, then all categories will be updated.

Manufacturer: You can enter the manufacturer name in this field or leave it blank.

Web Link: Enter the link to the manufacturer website if importing from the manufacturer.

Bin Location: If you use bin locations, you can enter the bin location in this field and it will update the item file record.

Vendor Number: Enter the number from the vendor on where the items are purchased from.

Mark Up %: Enter the amount the items are to be marked up when imported into your database.

Price A, B, C: Enter if any special pricing to be associated with the items being imported.

Home Loc: Enter the store location of where these items are being imported (Home Loc 000, Str 1 001, Str2 002).

Current Loc: Enter the store locations where the items imported will be added to their inventory.

Reorder Min: Enter the minimum qty of when an item should be reordered.

Reorder Max: Enter the maximum qty of inventory to have on hand.

Finalize Count: When uploading qty count differences, checking this box would automatically update the item record without going through update inventory count.

User Define: This allows you to update all fields simultaneously instead of selecting each individual field.

2.  If you have header records on the spreadsheet, then check the box the First Row contains Header Info.

Boxed Checked: It will consider the first line in the data file as having Header items.

Boxed Unchecked: It will not consider the first line in the data file as having Header items. 

Import Setting:

3. Select from the drop-down the items that correspond with what you have on your spreadsheet. Each field will need to match each column for the file to be imported. Below is the way it should look when it’s completed (if the first row of Excel has the item information like this example, it automatically puts your spreadsheet column headings next to each drop-down box to make it easier).

4. Once you are done, select Import Records and you will see a box showing the number of records being imported. It will also let you know if there were any duplicate records, and if any were not imported. You can check in your file maintenance, item file to confirm records have been imported.

Importing serialized items: The key factor when importing serialized items is to link the Header Key. Select “header” from the dropdown for the appropriate column. Once you import, the items will be linked to the header key.

To add the quantity: Select “qty count dif." You will then need to finalize the count to set the quantity on the item file (Program Menu> Inventory>Update Inventory Count).

To import item types that are not listed in the dropdown: You will need to have a column in your spreadsheet designated as “type." Please refer to the document “Status Codes” for the list of Item Types in Point of Rental.

Note: Associating an existing header in the header field of an imported item will copy all of the fields from the header that it would if the user were to go to the header in file maintenance and select ‘Create Serialized’ from Functions. It will also copy any associated maintenance schedules and depreciation setup. It will also copy any associated maintenance schedules and depreciation setup.