Import/Export Quick Reference

IMPORT/EXPORT FILE SETUP

An Import/Export File Type can be specified per Customer or Vendor you plan to import files from/to:

1. Click on ‘Vendors’ or ‘Customers’
2. Select the Customer or Vendor File you’d like to setup Import/Export data from/to
3. Click on ‘Edit’ to edit the Account information
4. Go to the ‘Setup’ Tab
5. Click on the ‘Import File Type’ drop down menu
6. Select Fixed Length Text File’ or ‘Comma Delimited Text’
7. Click on ‘OK’ to save the Account changes, then ‘Close’ to exit the file

 

IMPORT/EXPORT FORMAT

The function of Import/Export Format is not to Import and Export to and from file, but Only To format the Document Line Fields when importing or exporting the selected types.

1. At the Main Screen, click on ‘Customer’ or ‘Vendor’
2. Select the Customer or Vendor from the List, then click ‘OK’
3. Go to ‘Options’
4. Select Import/Export Format
5. Select from the Sub-Menu Options:
1. Quote or RFQ Export/Import
2. Sales Order or Purchase Order Export/Import
3. Pick Ticket or Purchase Shipper Export
4. Invoice Export
5. RMA or Claim Export
6. Catalog Import
7. Inventory Import (Stock, W/H, Xref)
8. Offers Import
6. Select the ‘Document Line Fields’ in the same order and form as the spreadsheet or file columns you plan to import/export
7. Click ‘OK’ when done
8. Import and Export fields for the selected module will be auto formatted
9. To un-format the Import and Export fields, repeat steps 1-5, then deselect the fields from the Document Line Fields window. You can also re-format the fields here.

 

FILE EXPORT

1. Export Files are saved as Fixed Length Text
2. The Excel spreadsheet will be saved in Tab Delimited (txt) format
3. There are 2 methods of opening the exported document:
1. Method 1
1. Select the file saves as txt
2. Right click on the file
3. Select to Rename
4. Change the extension from Txt. to Csv.
5. Click ‘Yes’ to change filename extension
2. Method 2
1. Open Microsoft Excel
2. Select File, then Open
3. Select the file saved as Txt. then Open (Text Import Wizard)
4. Select file type that best describes your data (delimited), then Next (step 1)
5. Set your Delimiters to Comma, then Next (step 2)
6. Select the Column Data Format – General, then Finish (step 3)

 

REPORT EXPORT

1. In the Report preview, select ‘Save’
2. Select which file type to ’Save As’:
1. PDF (.pdf) - saves in Adobe
2. Pentagon Reports (.prp) - select program to open with
3. BMP Files (.bmp) - saves file in Quick Time Picture Viewer
4. Metafile (.wmf) - select program to open with
5. Tiff Files (.tif) - saves file in Quick Time Picture Viewer
6. CSV Files/Excel Files (.csv) - saves in Microsoft Excel
7. Pentagon XML Report (.pxr) - open with XML Editor
3. Document will be saved as the type and in the location specified

 

FILE IMPORT

1. Import Files must be imported in Comma Delimited Text Format
2. The Excel spreadsheet must be saved as Comma Separated Value (.csv)
3. The Document Line Fields selected must be in the same order and form as the Excel spreadsheet column order

 

DOCUMENT IMPORT

1. Go to the Documents ‘Options’ menu
2. Select from the following options:
1. Quote – B. Export/Import
2. RFQ – 7. Import/Export
3. Sales Order – 7. Export/Import
4. Purchase Order – 7.Import Export
3. Select ‘Import From File’ in sub-menu
4. If the Import has been formatted in the Customer or Vendor file, the Document Line Fields will be pre-set
5. If the document has not been formatted, select all available fields to Import in the same order and form as the excel spreadsheet
6. Click ‘OK’ when ready to Import
7. Browse for excel file saved as Comma Separated Value (csv) format
8. Click ‘OK’ to Import file
9. Update information if needed at ‘Updating Import Preview’
10. Click ‘OK’ when done and then click ‘OK’ to update
11. The selected document will open with the Imported information

 

EXPORT

1. Go to the document ‘Options’:
2. Select from the following options:
   
   NOTE: * Select ‘Export to File’ in the submenu
1. Quote - B. Export/Import *
2. RFQ - 7.Import/Export *
3. Sales Order - 7.Export/Import *
4. Purchase Order - 7.Import/Export *
5. Pick Ticket - 8.Export to File
6. Repair Shipper - A. Export to File
7. Sales Invoice - E. Export to File
8. RMA - D. Export to File
9. Claim - C. Export to File
3. If the document has been formatted in Customer or Vendor file, Document Line Fields will be preset
4. If document has not been formatted, select all available fields to Export
5. Click ‘OK’ when done
6. At ‘Directory Selection’ select the path & directory for the file to be saved
7. You have an option to create ‘New Folder’ within the location (optional)
8. Click ‘OK’ when ready to Export
9. Click ‘OK’ to the information window once the file is created
10. File will be saved in TXT format (Tab Delimited)

 

INVENTORY IMPORT & INVENTORY W/H IMPORT

There are 2 areas in which to import into:

• Stk – which represents Stock. This is the main Parts master file information.
• Bin – which represents the W/H Locations. This is the Inventory Stock W/H and affects inventory quantity, cost, etc.

 

1. Initiate Import
1. Option 1
1. Open Inventory – Parts List and select a Partnumber
2. Go to the ‘Options’ Menu
3. Select ‘I. Import Into Stock W/H’
4. Select Import From Customer or Vendor
5. Select the Customer or Vendor from the list, and then click ‘OK’
2. Option 2
1. Open a Customer or Vendor File
2. Go to the ‘Options’ Menu
3. Select ‘Import / Export Format’
4. Select ‘Inventory W/H Import’
2. Select all applicable fields to import in the same order & form as the spreadsheet
3. Click ‘OK’ when done
4. Browse for Excel file saved as Comma Separated Value (csv) format
5. You can check the box if the ‘First Line is a Header’ (if applicable)
6. Click ‘OK’ once file is selected
7. Click ‘OK’ once the file is imported
8. You may be prompted to take additional steps when importing your inventory:
1. Select Import Type
1. Add New Parts Only
2. Add New Parts & Replace Existing Ones
3. Update Existing Parts Only
2. Select Tracing Type
1. Tracing Only
2. Serialized Multi
3. Serialized Unique
3. Then click on ‘Yes’ to ‘Calculate Parts Availability’ (if prompted)

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		Import/Export Quick Reference