You have just signed up with a new vendor who has a new product line you need to pull into iPoint.
Or maybe the new product year reveals a batch of new items you want to import.
With the Import Tool, you can quickly pull in data directly into iPoint in a batch, rather than manually entering items one at a time.
To activate the Parts Import Tool, go to Settings > Module Settings > Beta and check the Turn on Import Tool checkbox.
In order to import a list of parts, the list needs to be in Excel or .csv file format. The easiest way to get started is to download the Items import Template here and then input your data into the appropriate columns.
You don’t have to use our template. You might find a list from a vendor or distributor helpful. Just make sure that you have one item per row and don’t leave any blank rows.
- Go to Items > Options (button) > Advanced (tab) > and click the Import Tool button
- Click Step 1: Upload Data – this opens a dialogue box where you will navigate to the Excel/.csv file.
- Locate the .csv file and click Open
- iPoint will open the .csv file into the Import Tool where you can see the details from your spreadsheet.
- If your data has a header row, click the Row Options button to Make Header Row, moving that row from your data into the header row of the Import Tool.
- If you do not have a header row, you can set the header details in each of the columns using one of the following methods.
- Click in the yellow header field and choose the matching iPoint header field.
- Click the Header Options button to Load Default Headers.
- Or, if you want to clear the current header row, click the Clear Headers button.
- Next, verify each of the rows to ensure the data is correct. At this point, you can edit any individual data element by clicking in the field and editing existing data or manually entering new details.
- You also have the option in Row Options to immediately Import Record to pull a single item into your database, or Delete Row to keep the row from entered during the import.
iPoint needs to know if the data you are importing is a new list of new items or a list of updates to existing items in your database. Click the Step 2: Update or New? and choose:
- New Records – This means that EVERY record will be imported as a new item. NOTE: This option is typically used if this is the first time importing data to your file. If you have a duplicate item on your list to something in the iPoint data, we will create a second item.
- Matching Records – lets iPoint know that your data will be updating the existing data in your system. If you use this option, you have to use the Step 3 button.
- Selecting matching records displays a new checkbox to Add Unmatched Records as New. This simply means that if a line item on your import does not match the iPoint items, it will be added as a new item.
If you are updating items in iPoint with the spreadsheet, you need to define what field must match. This is the way we ensure that we are updating the right items! Use the dropdown to tell iPoint what field to compare:
- ID – this is the iPoint generated identification number and would typically only be in your import list if you had first exported it from iPoint. This is the best field to use if you are updating existing data.
- Item – choose item if you don’t have an ID number. This will be the Item Name as determined on the item details window.
- Part Number – this field matches the Manufacturer Part Number as defined on the item details window.
- NOTE: if the field doesn’t match, it will be considered a different item. For example, if the import item is “XBR85×850G” and the existing item is “XBR-85×850G”, iPoint will see those as two separate items. Keep in mind a “space” is a character. So “XBR85×850G” is different from “XBR85×850G “ (notice the additional space at the end.)
- These fields are NOT case sensitive, so an uppercase “A” will be considered the same as a lowercase “a”.
Once your data is correct and your settings are defined, click the Step 4: Import All into iPoint button does the magic of pulling in the data from your spreadsheet. Here you have a couple of options.
- Slow – this will change the color of the Row Options button to olive green as the item is added to the iPoint database.
- Fast – imports all the items without taking the time to refresh the Import Tool Row Options button.
Click the options button to reveal options for the entire list, as opposed to Row Options for single items (rows).
Export to Excel – use this button to export the list displayed in the Import Tool to an excel file. This is particularly useful when you have made adjustments to individual fields in the import, rendering this list different from the .csv list you originally imported.
Delete All & Reset – this button empties the Import Tool so you can pull in another list. Note that this only clears the temporary import list data and does not affect any items that you have previously imported.