Import or Export Item Pictures

Use Item Pictures

Pro

If you are using item pictures, you can import and associate pictures for multiple items at once instead of assigning them one-by-one on item records. Likewise, you may have need to export the item pictures you have in Point of Sale for some other use. The Data Import Wizard and Data Export Wizards in Point of Sale make these tasks easy.

In a multi-store configuration, if you want to send item pictures from Headquarters to remote stores, you can do it in a Store Exchange file instead Learn more

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Import Item Pictures

Export Item Pictures

Importing Item Pictures

In the import process, Point of Sales associates pictures to items by matching the file names of the pictures to specific item information. The file names of the pictures to be imported must match one of the item information field or fields listed below, as well as meeting other formatting requirements. Point of Sale can then automatically associate the imported pictures to your existing items.

Example picture file names

Imported picture files must be named to match one of the following item information field formats:

- Item Name_Attribute_Size (if using styles, lets you associate a different picture with each style item)

- Item Name (if using styles, associates the same picture(s) with all style items)

- UPC

- Alternate Lookup

- Item Number

Example: To import a picture for this item...

The filename could be any of the following:

sweatpants_red_sml.jpg

sweatpants.jpg

109.jpg

ad142558s.jpg

1234567891234.jpg

This example assumes a JPG file format. Other formats (extensions) that can be imported include BMP, GIF, and TIF.

Filenames for importing are not case-sensitive. Either upper or lower-case filenames can be used.

If importing both default and alternate pictures at the same time, add _def or _1 and _alt or _2 to each filename, like this:

Default Picture: sweatpants_red_sml_def.jpg

Alternate Picture: sweatpants_red_sml_alt.jpg

If you export item pictures, the exported files will be named in one of the same formats (your choice).

Picture file formats and attributes

You can assign or import pictures in JPG, GIF, BMP and TIF formats. However, Point of Sale converts and stores all pictures in the JPG format.

The maximum picture size is 500 pixels by 500 pixels. If you attempt to add a picture larger than this, Point of Sale will resize it to this dimension. Since these pictures are intended for viewing on your computer monitor, the recommended resolution is 72 dpi. Higher resolutions will increase file sizes, which in turn increases disk space and loading time.

Picture file information is preserved when the picture is brought into Point of Sale. Additionally, information for the picture name, size, and last edit date is also saved.

Tip: Many graphics programs will batch process images to the specific sizes, resolution and format required. Check the documentation of graphics programs you have available to you to see if they are capable of doing his time-saving work.

To import item pictures:

1. From the File menu, select Utilities > Import and select Item Pictures as the data type.

2. Specify the location of the picture files and which item information fields have been used to name the picture files (see example filenames above) and then select Next.

3. Specify if you are importing default item pictures only, alternate pictures only, or both default and alternate pictures and select Next.

- If you are importing both default and alternate pictures at the same time, you must include _def or _1 at the end of the filename for the default pictures, and _alt or _2 at the end of the filename for the alternate pictures. See example filenames above.

4. Specify what Point of Sale should do if an item already has a picture associated with it (replace existing, keep existing, or prompt you for decision) and select Next.

- A summary of the pictures found at the specified location is displayed for your review before the import is started. If pictures cannot be matched to items, an alert and list of the files is displayed. Review the file list and rename the affected picture files in one of the filename formats listed above.

5. When ready to proceed, select Import. Point of Sale confirms the import was completed.

6. Select Finish.

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Exporting Item Pictures

There are two methods of exporting item pictures from Point of Sale. In both instances, pictures are only exported in JPG format. If the location to which you are exporting the picture(s) contains a file with the same name as that being exported, Point of Sale will prompt you to overwrite or keep the existing picture file.

To export individual pictures by dragging-and-dropping:

1. Arrange your desktop so that you have both the destination location (Windows Explorer window) and the Item Pictures section of the item record (or the Inventory Picture Album) visible on your screen side-by-side.

2. Click the picture in Point of Sale with your left mouse button and hold down the button.

3. Drag your mouse pointer to the location you wish the to export the file and release the mouse button.

A copy of the picture is created in the destination folder.

To export multiple pictures:

You can export a number of pictures at once using the Data Export Wizard. Exporting item pictures differs from other data exports in that a separate file is created for each item picture being exported in a folder or location you specify.

1. From the Point of Sale File menu, select Utilities > Export (this option is best to export all item pictures, or to export by department, vendor, or style). The Data Export Wizard opens.

Or

From your item list or Picture Album, select the items whose pictures you wish to export, and then from the I Want To menu, choose Export > Export Item Pictures for Selected Items. (Skip to Step 4.)

2. Select Item Pictures as the type of data to export, and then follow the on-screen instructions to specify for which items pictures will be exported.

3. Indicate the destination folder for the exported pictures, how you wish the exported files to be named (see examples under import above), and whether you wish to export the default, alternate or thumbnail picture, or all three, for the items.

4. Select Export to copy the pictures to the destination location.

5. Select Open if you wish to view the contents of the destination folder, or select Finish to exit.

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Notes:

- It is assumed you are using the default item label of Item Name; if not adjust the above to reflect your custom item label. Note: For upgraders from a previous version, this label may be Description 1.

- If using item name, or name with size and attribute, to create filenames, any slashes (/) included in these fields (such as a size of "1/2") are converted to the tilde character (~) upon export and then converted back to slashes when imported at the destination. This is because the slash cannot be used in a filename.

Related Topics

Data Import Wizard

Data Export Wizard