Opening CSV Files
- Saving a file as txt will preserve any leading zeros in the product codes but the catalogue is required to be in .csv for editing and re-importing. This only applies to CSV files as exporting to the XML format eliminates the need for this work around.
Fig 1 - Data Tab with Import From Text Option
- Once the text file has been saved, open excel, select the data tab and select an external data source from text
- Select the saved supplier catalogue text file
Fig 2 - Text Import Wizard Step 1 of 3
- Once the relevant text file has been selected the above message will be displayed, select delimited data type and select next.
Fig 3 - Text Import Wizard Step 2 of 3
- Select comma (or Semicolon depending on what was selected in when exporting the catalogue) delimiters for the file in step 2.
Fig 4- Text Import Wizard Step 3 of 3
- Select text format for the product code column and then select finish.
Opening XML Files
Fig 4 - Excel Open File Dialogue Box
- For XML files: Open Excel > File Menu > Open > Select ‘XML files (*.xml)’ type as shown in Fig 4 above.
Editing an Opened Catalogue
Fig 5 - Opened Catalogue File Ready For Editing
- The resulting export file is displayed as above and the price column can be edited accordingly
- It is important that the structure and formatting of an export file is not adjusted in any way with the exception of price changes as other changes to the file will prevent the information being imported back into the system.
- It is important to remember the key points below:
- All product codes are mandatory – the system uses the supplier product code to give the unique identifier per supplier and prices cannot be updated using this functionality without the relevant product code
- The File format must not change – the file to be uploaded must remain in the same format as when it was exported. The data must appear in the designated columns, best practice is to “lock” the other cells and simply leave the price column open to editing to prevent any changes to the formatting.
- No changes can be made to the product description field – although the system uses the product code to identify each line if any additional characters are added such as punctuation or additional spaces this will cause an error when the file is uploaded.
- All lines must have a numerical character in the price field – if any price fields are left blank the system will reject the catalogue, all products must have a cost price associated.
- When the catalogue has been fully updated the file must be saved as a CSV or XML, depending on the format that was exported, to ensure that the file can be imported back into the system.
- This is done by clicking the File Menu > Save As > Select the correct file type.