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-paste your data in value only to preserve them and make 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 purchasing 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 for making a 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 article in the interface;
- study and understand how the unit system works , and how one unit references another;
- make a creation of multiple ingredients via the interface.
Use the example file while keeping the validation
The example file contains many validation rules which provide information on the nature of the errors that can be encountered during an import.
A validation rule is a setting in Excel that allows you 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 properly import from a pre-existing file = in a different format:
- Download the sample file;
- Adapt the file to import to obtain the same columns as in our example file. For example, inserting columns, even if they are left empty;
- Copy all the values from the file to import;
- Paste in our file all the copied data, in value = without formating or formula => this will preserve the validation rules which will make it possible to understand the errors.
To delete the imported information, perform multiple deletions .
This information is the basic information of an item / ingredient.
- Internal code : A unique code to identify the product, optional.
- Designation : The designation of the product.
- Category : The category in which to classify / place the product. Ideally corresponds to shelving.
- Allergens : One or more of the following options: milk, nuts, gluten, soy, crustaceans, celery, lupine, peanuts, sesame, eggs, mustard, molluscs, sulphites, fish
- Product type : "The product type:
- Solid: weight units (mg, g, kg) are added to it;
- Liquid: units of volume (mL, cL, L) are added to it;
- Miscellaneous: no additional units. Useful for packaging and hygiene products. "
- Net weight / gross weight ratio : The variation in weight to be applied to the product in the form of the net weight / gross weight ratio. Between 0 and 1 if the net weight is less, above 1 if the net weight is greater.
It is possible to create additional units, traditionally the part, the pack, etc. by specifying their name, quantity and reference unit.
It is not necessary to create standard units of weight and volume, they are created automatically with the definition of the type of product.
If you do not know the weight of the part, you must enter an average weight or then arbitrarily part = 1 g and come back to it later to provide precision.
The first unit added
It is not mandatory to add a unit.
- Name of unit 1 : If the product has packaging (this is the case for all products except certain fresh products), an additional unit is defined, choose its name, for example "piece", "bottle", etc. It is not mandatory to create an additional unit.
- Quantity unit 1 : The unit is referred to a standard unit of weight or volume. Example: a piece is 2 kg. Then the quantity of unit 1 is 2 and its name is "piece".
- Unit reference 1 : The unit is referred to a standard unit of weight or volume. Example: a piece is 2 kg. Then the reference of unit 1 is "kg" and its name is "piece".
The second or third unit added
It is not mandatory to add a unit. This second unit can reference the first.
- Name of unit 2 : If the product is delivered in a package different from the predefined units, you can create yet another unit, unit 2. Choose its name, for example "parcel", "pack", "pallet", etc. It is not mandatory to create an additional unit.
- Unit quantity 2 : The unit is related to a standard unit of weight or volume. Example: a package is 100 pieces. Then the quantity of unit 2 is 100 and its name is "package".
- Reference unit 2 : The unit is referred to a standard unit of weight or volume. Example: a package is 100 pieces. Then the reference of unit 2 is "part" and its name is "package".
Purchase information is used to reference and create a supplier.
- Packing : The packing is the minimum unit used by the supplier during a shipment. It can be kg if there is no restriction, or unit 1 or unit 2 previously created.
- Billing cost: The billing cost is the cost charged by the supplier for the billing unit.
- Billing unit: The billing unit is one of the previously created units: a unit of weight or volume, the piece (unit 1) or the purchase unit (unit 2). Example: the supplier can invoice a pallet of 20 trays of 1kg of strawberries at 5 € / kg. The part (unit 1) is the tray. The purchasing unit (unit 2) is the pallet of 20 trays. The invoicing unit is kg.
- Supplier code : The unique code of the product in the supplier's system, optional.
- Supplier name : The name of the supplier.