Data Import Wizard Instructions

Overview | Tips

Note: This topic may refer to data types not applicable to your Point of Sale installation. For example, Point of Sale Free users cannot import customer, vendor, or item quantity/cost information and Basic users cannot import item pictures.

Following is the basic procedure for using the wizard to import data. Select H elp on each page of the wizard for additional information about the choices on that page.

(Basic, Pro) If in network mode, the Data Import option can be accessed from the File Utilities menu on the Server Workstation only.

(Pro) In a multi-store configuration, remote stores can import only customers.

To use the Data Import Wizard:

It is recommended that you backup your company data file before importing.

1. Export the data from another application, if necessary, to an Excel or comma-delimited text file. Refer to the application's documentation for instructions.

If importing item pictures, continue here.

2. On your Point of Sale Server Workstation, select Utilities Import from the File menu.

The Data Import Wizard is displayed. Read the overview material and select Next.

3. Select a data type to import, Inventory Items, Item Pictures, Vendors, or Customers and select Next. You can only import one data type at a time.

4. Select the file type being used: the Default Template (Excel) provided with Point of Sale, a Custom File (Excel or text file), or Vendor Catalog (on item imports only), then select N ext. What is the difference between these choices?

We need to know the file type being used to continue:

Use the default template

5. Read the information about how the tool works and then select O pen Import Template.

6. Enter information on the data worksheets included in the template (Vendors, Customers, and Inventory) as appropriate.

- Clear any information left in the template from a previous import. Otherwise, you may create duplicates in Point of Sale and/or get error messages.

- View the general instructions on the Instructions worksheet, and follow the specific instructions on each data worksheet to complete it (click here for additional tips about entering data). You do not need to use all three worksheets and only the data you actually enter into the template is imported (some fields are required as specified on the worksheets).

- Don't leave blank rows and ensure you have entered values in the required fields (bright green).

- Do not enter formulas in the fields; they will not work during the import.

- Do not change the format of the field. For example, if a numeric field is changed to a text format, the import will fail.

- You can close the Data Import Wizard while you work on your spreadsheet and return to the same page when ready to continue.

7. When done entering information, Save the template and close it. Do not change the template name.

8. Return to the Data Import Wizard, and select N ext.

9. Select the options for how you wish the wizard to identify duplicate records and how you want to handle them and then select N ext. Learn more.

The Wizard analyzes the import file and displays the status, including any errors found. Learn more.

10. Review the information on this window and the notes below for help in resolving errors before continuing.

- If errors were found, click the link to view them in the Import Log. If the errors are serious you will want to cancel the import and go back and fix them in the import file. If they are not serious, you can continue at your discretion and make minor edits later in Point of Sale.

- If you did not back up your company data before beginning, it is strongly recommended that you select the check box to do so now.

11. If ready to continue, have other workstations exit Point of Sale, and then select Import. Learn more.

12. After the import is complete, select Utilities View Data Import L og from the File menu,if you want to review the import information, including errors and records not imported.

Use a custom file or vendor catalog

5. Browse to the file containing the data you wish to import and select it. If importing from a text file, the file must have a .csv extension.

6. Select which sheet contains the data to import (Excel format only) and which row on the sheet contains the first line of data to import (Excel or .csv format, do not include any heading rows.).

7. Choose a file mapping to use or select Add New and specify how the Data Import Wizard is to import your data. Learn more. When done defining mappings, select Next to continue.

8. Select the options for how you wish the wizard to identify duplicate records and how you want to handle them and then select N ext. Learn more.

The Wizard analyzes the import file and displays the status, including any errors found. Learn more.

9. Review the information on this window and the notes below for help in resolving errors before continuing.

- If errors were found, click the link to view them in the Import Log. If the errors are serious you will want to cancel the import and go back and fix them in the import file. If they are not serious, you can continue at your discretion and make minor edits later in Point of Sale.

- If you did not back up your company data before beginning, it is strongly recommended that you select the check box to do so now.

11. If ready to continue, have other workstations exit Point of Sale, and then select Import. Learn more.

12. After the import is complete, select Utilities View Data Import L og from the File menu,if you want to review the import information, including errors and records not imported.