UPCOMING: EXCEL Update or Create Wholegood Masters through Import

We have added features to Update or Create Wholegood Masters through an EXCEL import.  This expands on the previous feature for updating Wholegoods via EXCEL.  Click here to download the template with all available fields:

Wholegood Import Templates Download

Setting up the EXCEL Template for Importing Wholegood Data

The template provided includes all available columns for importing data.  There is a second worksheet with only a subset of available columns.  When preparing the template for import, follow theses guidelines:

1. RIMSS will read the name of the column in the header row to determine which field is being updated.  
2. Wholegood UserDefined and Renameable fields will read either the system name with the number of the field or the custom name created.  Ensure that you do not name the field and identical name to an existing field on the import template.
3. The order of columns in the template is not important.
4. Columns that you will not be updating can be deleted from your import spreadsheet.
5. Any data fields that have no data entered will be ignored.
6. The system uses the Wholegood System ID in the System ID column to determine which Wholegood to update during the import.  This is a required field for updating WG records.
7. If the Wholegood System ID is not included in a spreadsheet, you will only be able to Create New Wholegood Records.
8. Any blank rows at the bottom of the spreadsheet or blank columns to the right of the header names that are included in the data area of the spreadsheet will cause an error upon import.  Delete the full columns or rows where data is added and then subsequently deleted from the cells.

Here are examples of the difference between the Create and Update templates with data included.

Creating New or Updating Wholegood Masters via EXCEL Import

1. Navigate to : Wholegoods > Utilities > Import > Update Existing WG Masters or

Wholegood > Utilities > Import > Create New Wholegood Masters

2. You will see a pop-up that will allow you to navigate to an EXCEL file to import Wholegood Data and update or create Wholegood Master Records. Click on the option to "Select File For Import" to navigate to your file and select for import.  The file must be in the xlsx format.

3. Once you have selected your file, the name of the file will populate in the "File Name" field. Click on the dropdown for "Sheet Name" to select the correct worksheet within the EXCEL file.

4. Click on "Import" to populate data from the spreadsheet in the template.  Once populated, you can verify that you are importing the correct data.  Once verified, click on "Transfer Data to Document" to load the data into the import grid.

5. After clicking to "Transfer Data to Document, the next step will only occur if you are creating New WG Master Records.  When creating new, you will get a pop-up to choose the correct Sales Status and Accounting Code for the new records.  You will also have the option to select specific accounts after selecting the Accounting Code.

6. The data from the spreadsheet will be loaded into the import grid.  In the header, you have options to Add/Update WG Master, Print, Cancel, or Calculate Changes.  You will want to review data prior to clicking on any of these options.

7. There are columns on the left side of the grid to help you with the status of the data and import.

• Ignore Import - select this box to skip the import of this data
• Is Selected - all lines that are not selected to ignore will automatically be selected here to include in the import.  The automatic selection occurs when you click to Add/Update WG Master.
• New Item - This will be automatically checked for Wholegoods to be Created.
• Processed - After the Add/Update is complete, this will indicate that the data has been imported.
• Has Updates - Before the Add/Update is run, a checkmark in this box indicates a Wholegood that will be updated with new information.
• Has Exceptions - This box is checked when the data does not meet validation rules for importing.  An example of invalid data is a Wholegood System Id that does not exist in RIMSS being included on the spreadsheet for update.

Below is an example of these fields on the RIMSS grid with Wholegoods to be Created prior to clicking to Add/Update.  

8. When updating existing Wholegoods, click on Calculate Changes to have the system validate if any data rows have updates or exceptions. Below is an example of the update grid after clicking on Calculate Changes.

9. Once you are satisfied with your review of the data, click to Add/Uupdate WG Master

10. RIMSS will select all rows that have are not marked to ignore or have exceptions and pop-up a verification of the number of records that will be created or updated.  Click Yes to continue.

11. Once the import is complete, the grid will update the Processed column checkmarks on the records that are updated or created.