The Other Half of Import/Export

You're now an expert using the export function.  Lets move on to making you an expert in the import function.

We'll start by making a template for import.  The easiest way to create an import template is to input 1 entry into the screen you're working with (So if you want to create an import template for IC Items, input one of your items in manually first).  Based on last week's blog, create an export file with the following:

  • Only export the fields available for import (the fields without the "+" symbols)
  • Export only the record you are using with the Set Criteria function (in my example it would be just the one Item)

Open this newly created file in Excel, and you should see multiple worksheets, and columns.  Based on the entries from one item you exported, you should see where the data for each column goes.  Note that for Excel, some of the fields are not recognized unless a apostrophe (') is in front of the field.

My suggestion before you start an actual import, make a backup of your database.  Imports done incorrectly can sometimes have adverse and difficult to reverse effects on your data.

Time for the actual import.  On the screen where you actually want to import the data, go to File, Import.  Your type is Excel, and next to that is a menu for 3 different options: Insert, Update, Insert/Update.  Input the file location directly below.

Next comes the flexible/complicated part.  Think of each part of the top grid as each seperate worksheet.  Selecting different parts will change the field options directly below it.

Because the import was created from an export file, the system automatically knows which column is for which field.  If you want one of the fields to get data from a different column, right-click the contents, and select the appropriate column.  There are other fields which are not columns too:

  • <Value...> allows the input of a literal value, like "1" or "abc".
  • <Default Value>  allows the input of automatic values.  For example, in IC, if you have a default Unit of Measure defined as Ea., and you're importing Items, by selecting <Default Value>, the system will automatically populate Ea. into each item imported.

If you're going to reuse this as a template for future imports, you can save this with the Save Script... button, and then load it again with the Load Script... button.

Once you're done all this setup, press the OK button, and the import should start.  Once it's done, bring it up in the system to make sure everything is correct.

Congratulations!  You're now an expert in both import and export!  Go ahead and get those items into the system and start your new company!