General import operation
The file contains up to 17 columns which allow importing all the necessary details.
The example file
To import data, first download the sample file .
This file is in xlsx format and contains an Instructions tab that repeats some details from this page.
The file also contains validation rules which will inform you about the validity of the data. For simplicity, do not remove these validations: copy and paste your data in value only to preserve them and make it easier to understand the errors.
The csv format is also supported.
A line represents a product
Several lines can have the same internal code and therefore correspond to the same product. In this way, you can remove the limits on the number of columns and import multiple units or purchase information from your suppliers.
Data is created or updated
Via the import, the data is either created if it does not exist, or updated.
The update is done by comparing:
- The name of the product, if unique
- The product code which is necessarily unique
- The name of the units of a product, each name is unique within a product
- The code of a purchase information, each code is unique within an organization
Advice on making your first import
Familiarize yourself with our interface
To carry out an import in good conditions, we advise you to follow these steps:
- familiarize yourself with creating an ingredient in the interface
- study and understand how the unit system works, and how one unit references another
- create multiple ingredients via the interface.
Use the example file while keeping the validation
The sample file contains many validation rules that inform you about the nature of the errors that you may encounter during an import.
A validation rule is a setting of Excel which makes it possible to understand when the nature of the data is not correct. It translates into:
- A small green triangle in the cells in error
- An error message when you try to validate the data
- A red circle if you go to the validation settings and ask to circle the errors in red
To successfully import from a pre-existing file to a different format:
- Download the sample file
- Adapt your file to obtain the same columns as in our example file. For example, you can insert columns, even if they are left empty
- Copy all the values from your file
- Paste in our file all the copied data, in value = without formating or formula => this will preserve the validation rules which will allow you to understand the errors.
If you want to delete the imported information, you can perform multiple deletions .
This is the basic information of an item / ingredient.
- Internal code: A unique code to identify the product
- Name: Name of the product
- Category: The category in which to classify the product
- Allergens: One or more options between milk, nuts, soya, gluten, crustaceans, celery, lupin, peanuts, sesame, eggs, mustard, molluscs, sulphites, fish, separated by commas.
- Type of product
- Solid: weight units are added (mg, g, kg)
- Liquid: volume units are added (ml, cl, L)
- Other: no other unit are necessary, useful for packaging and cleaning products.
- Net weight / gross weight ratio: Weight variation to apply on the product, from the ratio net weight / gross weight. Between 0 and 1 if the net weight is below the gross weight (there is a loss).
- Density: Density of the product, useful only for liquid products.
You can create new units, usually packaging units like piece, pack, etc. by specifying their name, quantity and reference unit.
You should not create standard weight and volume units, they are created automatically when choosing the product type.
If you don't know about the weight of a unit, you can choose an arbitrary value and add more details later.
The first added unit
It is not mandatory to add a unit.
- Unit 1 name: "If the product has a packaging (almost the case for any product except fresh vegetables), a new unit is defined. Choose its name, for instance ""piece"", ""bottle"", etc."
- Unit 1 quantity: The unit is related to a standard unit of quantity and weight or volume. For instance a piece is 2kg. Then the quantity is 2 and the reference is "piece".
- Unit 1 reference: The unit is related to a standard unit of quantity and weight or volume. For instance a piece is 2kg. Then the reference is kg.
The second added unit
It is not mandatory to add a unit. This second unit can reference the first.
- Unit 2 name: "An extra unit can be added if there is a difference between how the product is used in the kitchen, and how it is packaged by the supplier. Choose its name, for instance ""pack"", ""box"", etc."
- Unit 2 quantity: The unit is related to a standard unit of quantity and weight or volume. For instance a package has 100 pieces. Then the quantity is 100 and the reference is "package".
- Unit 2 reference: The unit is related to a standard unit of quantity and weight or volume. For instance a package has 100 pieces. Then the reference unit is "piece".
Purchase information is used to reference and create a supplier.
- Packaging: The packaging is the smallest unit used by the supplier for deliveries. It can be a weight unit (kg) or one of the previously defined units.
- Purchasing cost: The purchasing cost is the cost of the supplier for the purchasing unit.
- Purchasing unit: "The purchasing unit is either a weight unit, a volume unit or one of the units previously defined. Example: A supplier can deliver a pack of 6 bottles of 75cL for $2/bottle. Then the unit 1 is the bottle of 75 cL, the unit 2 is the pack of 6 bottles, the packaging is the pack and the purchasing unit is the bottle."
- Supplier code: The code of the supplier for this product.
- Supplier name: The name of the supplier.