Import Product Catalogs

Location: Requisitions > Product Catalogs > Import Product Catalogs

The Import Product Catalogs function imports product data into the application from an ASCII or XML transfer file. Before product import, select a product catalog that contains product groups where the products will be imported on the Product Catalogs page.

The product data import is initiated in the Import Product Catalogs window where you select the import interface, specify how any existing product data in the application should be handled, and set the default values for the data to be imported. These settings only apply to the single active import session.

Product Catalog Import Settings

Product Catalog: The Product Catalog section shows the product catalog that has been selected on the Product Catalogs page and where the products will be imported.

Interface: You can select the interface via which data are imported into the application by using the Interface list. For additional information, see the Defining an Interface section below.

Processing:

Add New and Keep Old: Adds new products from a file to the product catalog but does not make any changes to products already in the product catalog.
Add New and Update Old: Adds new products from a file to the product catalog and updates the existing product data in the product catalog that is included and has been amended in the file.
Add new, update old and remove removed: Same as above; in addition, all those products are removed from the from product catalog that are not included in the file being imported.
Remove Old before Transfer: Removes all products from the product catalog.
- It is recommended that you use options that remove products only in special situations. It is preferable to use more common options, such as "Add new and keep old" or "Add new and update old".

Material to be imported: The Material to be imported setting specifies whether to import the material from a server or a workstation. The options are:

By selecting On Workstation, materials can be imported from the disc resource found by the workstation that the user uses. You can select the material to be transferred by pressing the button next to the Select the material to be imported field. The file selected in the selection window appears in the Select the material to be imported field. Only one file can be processed at a time.
By selecting On Server, the material will be imported from the directory that has been specified through the Interfaces function.

Product Group: You can use the Product Group setting to select a default product group. The default product group is used for new products if product group data cannot be retrieved from the material.

Supplier: In the Supplier field, you can define a default supplier for new product which will be used if supplier data cannot be retrieved from the material.

Import the products into the application by using the Import button. The transfer will be recorded in the transfer log.

Defining an Interface

By clicking the Interfaces button, you can edit the product import interfaces. The button is active if the user's profile allows the function Import Product Catalogs, Interfaces. To configure a new interface, click the New button. In the window that opens, select the correct organizational level, assign a name for the interface, and click Ok.

To see the details of an existing interface, select the correct organizational level and specify the interface in the Interface Name field.

Basic Data Tab

Interface Type: The Interface Type option specifies the format of the import file. The possible options include: BaswareXML, ASCII and XSLT.

Files Tab

On the Files tab, you specify the file name and directory path of the imported material, the processing of the transfer file, the description and conversion files to be used in the import and the character set of the transfer material.

File: The directory path and file name of the imported material. The directory reported from the viewpoint of the application’s server.

Processing: The Process setting specifies what will be done to the imported material after importing. This setting can be used, for example, to prevent inadvertent re-importing of the same material.

The Keep option keeps the material in the directory.
The Delete option deletes the material after importing.
The Rename option renames the material after importing. The new material name is entered into the entry field displayed under the option.

Description File: The description file defines the format of the material to be imported. The description file must match the imported material. The list is available when ASCII is selected as the interface type.

Description files can be viewed by selecting Settings > Other settings and Materials > Manage Description Files.

Conversion file: XSLT conversion file with which the material to be imported is converted into Basware XML material. The data is imported into the application from the Basware XML material. The list is available when XSLT is selected as the interface type.

Character Set: The character set that was used to generate the imported material. In Western Europe, the most widely used character set is Latin-1.