Data Import Assistant

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1 System Administrator's Handbook Data Import Assistant Introduction Overview The Data Import Assistant is a utility program designed to assist in importing new part definitions and pricing information into Quantum Control from third party data sources. Because Data Import Assistant modifies the data stored in essential Quantum Control tables, the use of this program should be restricted to system administrators. These instructions assume that the reader has a basic understanding of tables and databases and is able to manipulate text files in a Windows environment. Only those functions of Data Import Assistant that are used to load predefined import scripts are discussed in this manual. The creation and editing of data import scripts for use with the Data Import Assistant is beyond the scope of this document. The Data Import Assistant uses pre-defined SQL scripts to load parts data from a third party text file into the Quantum Control database. Importing data with the Data Import Assistant is a simple, four step process. 1. Select the file to import. 2. Select the pre-defined import script to use. 3. Map the position and length of the fields contained in the file to import. 4. Start the import process. Starting Data Import Assistant Navigate to the program file, DIA.exe, and run it. The DIA Database Login window will appear. You must log into the program with the user name, SYSDBA. Figure 49 Database Login If you are running the Data Import Assistant from the server, you must supply the port address of the server, followed by a semicolon, followed by the complete path to the directory containing your quantum control database (quantum.gdb). 39

2 System Administrator s Handbook Figure 50 Enter the path to the database Select the File to Import The Data Import Assistant main window appears. If it is not already selected, select the Input File tab on this window. Your screen should look like the figure below. Figure 51 Data Import Assistant main window Notice the Filename box just under the menu bar. Selecting the Ellipse button to the right of this box opens the Select a File for Import window shown below. 40

3 System Administrator's Handbook Figure 52 Select the file to be imported Use this window to browse to the text file containing the data you wish to import. Highlight the file and select Open. NOTE: Text Files that you wish to import must be a file type of Lotus spacedelimited formatted text (*.prn), a file type offered by Microsoft Excel. If the file that is being imported is not in this format, you must first save it as this file type to proceed. Prior to being imported into Quantum, it is recommended that a header record, labeling each column, be inserted as the first record to make column data easily identifiable for mapping. 41

4 System Administrator s Handbook The Import Format Tab Figure 53 Import Format Tab Installed Import Script Panel The Installed Import Script panel, located on the upper left side of the panel, contains pre-defined SQL scripts that will be used to import the data. Currently there are five scripts available for importing into Quantum. Double-clicking on the script will open it. It is not recommended that these scripts be manipulated without first speaking with Component Control Technical Support Representative. Script Description Panel The Script Description panel, located on the lower left side of the panel, contains a description of the script that is highlighted in the Installed Import Script panel. It also includes a listing of the fields contained in the script. Installed File Format Panel The Installed File Format panel, located on the upper right side of the panel, contains file formats that have been pre-configured to work with the script that is highlighted in the Installed Import Script panel. 42

5 System Administrator's Handbook File Format Description Panel The File Format Description panel, located on the lower right side of the panel, contains the fields available along with the field length, for importing using the script highlighted in the Installed File Format panel. Select the Import Script To begin, select a script from the Installed Import Scripts panel. The following scripts are available: Companies Import Imports Company Information into Company Management. Inserts and updates records into the COMPANIES table. If a company with the same CODE and SITE already exists in the COMPANIES table then this record is updated; otherwise, it is inserted. Part Master Import (Update) Script Imports a Master Part list into Inventory Control. If a part with the same PN and Manufacturer already exists in the PARTS MASTER table then this record is updated with information from the data file. Part Master Import Script Imports an update of the Master Part list into Inventory Control. If a part with the same PN and Manufacturer already exist in the PARTS MASTER table then this record is ignored. Quote Line Items Import Script Imports data directly into an existing quote(s). Inserts records into the CQ DETAIL table. If the Part is not found in the PARTS MASTER table, then the user will see an error. If the Quote is not found in CQ HEADER table then user will see an error. Stock Import Script Imports Stockline information into Inventory Control. If a Master Part Number is not found, it will also be inserted. If the part is not found in PARTS_MASTER table then it is added there. The Installed File Formats panel should now contain the file format that has been preconfigured to work with this script. Highlight and double-click the file located in the Installed File Formats section. The Format window appears. 43

6 System Administrator s Handbook The File Information Tab Figure 54 File Information Tab On the File Information tab, be sure to select Fixed Width. Presently, Quantum Control does not support Comma Delimited. Fixed Width will separate the data into columns. For Quantum Control, the Fixed Width radio button should be selected. In the Line to Start Export box, type in a row number to start with or use the arrows to select a row. NOTE: If a header row was inserted into the importing file, start the import with row 2. Otherwise, an error message will occur during the import, or the record will be imported into Quantum Control erroneously. In the Description panel the Required data file structure is displayed. This structure gives the column number of the field in Quantum Control and the maximum length of the fields allowed in Quantum Control. The Fields Map Tab Select the Fields Map tab. On this tab, the position and length of each element imported will be determined. Do not attempt to move columns by clicking on the data, use only the Position and Length boxes to manipulate data. The Fields For Import panel, located on the left, contains all the fields that are in the script. 44

7 System Administrator's Handbook The Field Parameters panel, located on the right, contains the data that is being imported and the position and length of each field. Also available on this panel is the Pre-Convert option, which allows for the inserting of field values while importing. Figure 55 Field Maps Map the Position and Length Perform the following procedure to ensure that data fields are in the correct position and they are the appropriate length. NOTE: This procedure must be done each time a new file is imported. Notice in this example that the first field, Part Number, is highlighted and the boxes indicate the Position = 1 and the Length = 13. Remember that the maximum length for the Part Number field in Quantum is 40. The part number in the importing file can be any length up to 40 characters. 1. Highlight each item in the Fields for Import column. 2. Select the Position box and then type in a position number or click the arrows to move the highlight to the next field to select the next position number. The position should start with the first character of the column of data highlighted. 3. Select the Length box and then type in a number or click the arrows to move the highlight to the ending position of the field to select the new length. Note that characters that go beyond the length set will not be imported and the length cannot exceed the length maximum given on the previous tab. 45

8 System Administrator s Handbook 4. Repeat this procedure for each item located in the Fields for Import column. Fields that do not have data being imported still require a position and field length to be set. Be sure to make the position out of the range of the fields being imported so that these fields are not imported erroneously. NOTE: Items marked with an asterisk are unique identifiers and are required for the import. If a required field is missing, the import routine will generate an error message. The serialized field is marked T for "True there is a serial number" and F for "False there is not a serial number". Save these changes and return to the Data Import Assistant window. About Pre-Convert NOTE: To use this function, the user must be knowledgeable with SQL code. Use this option to insert like values into a particular field through a SQL statement. The data being inserted must go into a field that already exists in the script. Example: If a Condition Code of New applies to all records an SQL statement may be generated to insert the condition code into the record. Perform the Import 1. Select the Run Import tab, and then select Start Data Import. The progress will be displayed in the Current Data Line and Messages box. A confirm window will appear once it is complete. 2. Select Yes to confirm the import of the data. Troubleshooting The Data Import Assistant If a header record row was selected to be imported the following error will appear: Error: SQL error code. This error was retrieved because the word "Quantity" was entered into a numeric field. This row of data, as a result was not imported. Numeric Overflow Error: If this error was received the field lengths set for the import were over the maximum length allowed by Quantum Control. Stockline Import: If the Accounting Module is activated, it is recommended that a stockline import not be performed because the cost will not be imported into the accounting module. 46

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