SWCS 4.2 Import Utility User s Guide Revision /16/2012 Solatech, Inc.

Transcription

1 SWCS 4.2 Import Utility User s Guide Revision 22 12/16/2012 Solatech, Inc.

2 Contents Introduction... 3 Installation... 3 Running the Import Utility... 3 Using the Import Utility... 3 Converting QuickBooks IIF files to.csv files... 4 Converting a customer export file from QuickBooks to.csv using Excel... 4 Troubleshooting... 6 You get a message indicating a line is missing some required data... 6 You get a message indicating a line references invalid data... 7 Reference... 7 Supported File Formats... 7 Comma Separated Values (.csv)... 7 Tab Separated Values (.txt)... 7 Column headers for importing customers... 7 Column headers for importing vendors... 9 SWCS 4.2 Import Utility Solatech, Inc. Page 2 of 10

3 Introduction The SWCS 4.2 Import Utility is a utility that allows you to import data from other programs in to your SWCS company database. It supports comma or tab delimited text files. Review the section Supported File Formats for more information on how the text file should be created. Installation The SWCS 4.2 Import Utility is installed with the Solatech Window Covering Software and the SWCS 4.2 Server Manager. Running the Import Utility The SWCS 4.2 Import Utility can be run by clicking its shortcut on the Start menu. Windows XP: Click Start, Programs, Solatech, Solatech Window Covering Software 4, Utilities, SWCS 4.2 Import Utility. Windows Vista/7: Click Start, All Programs, Solatech Window Covering Software 4, Utilities, SWCS 4.2 Import Utility. Windows 8: From the home screen, click or tap SWCS 4.2 Import Utility. Using the Import Utility To get started importing data simply run the import utility and fill in a few fields with information such as what file you want to import, what SWCS company you want to import the data into and what type of data you are importing. Then click Start. Once the import utility has started, follow these steps: 1. Click the Select button. 2. Select the SWCS company that you want to import the data into and click OK. 3. From the What to you want to import list, select the type of data you are importing. 4. Click the Open button. 5. Navigate to the folder that contains the file you are importing. 6. Select the file and click Open. 7. From the How is this file formatted list, select the file format of you import file. 8. Click Start. Note: The import utility does not create or update the company database other than what it s importing. For example, when importing customers with sales tax codes, if the import file references a sales tax code that is not already setup in the company database the import will fail. SWCS 4.2 Import Utility Solatech, Inc. Page 3 of 10

4 The import utility will update an existing record if possible. For example, when importing customers, if the customer Mike Balak already exists in the company database and the import file references this customer, the existing record will be updated. Converting QuickBooks IIF files to.csv files The SWCS 4.2 Import Utility does not support the QuickBooks IIF format. In order to import customers from QuickBooks the exported data must be converted into a format that the import utility can understand. Note: To follow the steps below you must have Microsoft Excel and you should be familiar with common Excel tasks such as inserting and deleting rows and columns. Converting a customer export file from QuickBooks to.csv using Excel 1. Export the customers from QuickBooks. 2. Open Excel. 3. From the File menu, click Open. 4. Navigate to the folder where you saved the QuickBooks export file, select the export file and click Open. 5. The Text Import Wizard will start. 6. Select Delimited as the original data type and click Next. 7. Select Tab as the only delimiter and click Finish. 8. Locate the row that starts with!cust. If there are any rows above this one, delete them. 9. Delete the following columns: a.!cust b. REFNUM c. TIMESTAMP d. CTYPE e. LIMIT f. NOTEPAD g. SALUTATION h. COMPANYNAME i. CUSTFLD1 to CUSTFLD15 j. FIRSTNAME k. MIDINIT l. LASTNAME m. JOBDESC n. JOBTYPE o. JOBSTATUS p. JOBSTART q. JOBPROJEND r. JOBEND SWCS 4.2 Import Utility Solatech, Inc. Page 4 of 10

5 s. HIDDEN t. DELCOUNT u. PRICELEVEL 10. Rename the column FAXNUM to FAX 11. Rename the NOTE column to COMMENTS 12. QuickBooks has two contact columns but SWCS only has one. Determine which one you want, CONT1 or CONT2, and then delete the other. 13. Rename the CONT1 or CONT2 column that you kept to CONTACT. 14. Rename the REP column to SALESREP 15. SWCS requires a customer account number but QuickBooks does not. You have two choices. You can use the customer name as the account number (which is the default in SWCS) or you can setup your own account numbers. To setup your own account numbers, insert a blank column after the NAME column, give it a column heading of ACCOUNT and then add the new account numbers for each record. To use the name as the account number: a. Right-click on column A and select Copy. b. Right-click on column B and select Insert Copied Cells. This will duplicate the NAME column. c. Rename the new column header NAME to ACCOUNT. 16. QuickBooks stores the billing address in columns BADDR1 to BADDR5. SWCS uses specific fields: billtoname, billtoaddress1, billtoaddress2, billtocity, billtostate, billtozip and billtocountry. Look at the data in the BADDR1 to BADDR5 fields and determine which one is the bill to name, bill to address 1, bill to address 2, etc. and rename the accordingly. a. Note: QuickBooks stores the city, state and zip in one field. Rename whichever field has this data to billtocitystatezip. The import utility will see this field and automatically split the data in it, into the correct SWCS bill to city, state and zip. For example, rename BADDR3 to billtocitystatezip. b. Note: If any of the BADDR columns are not used you can delete them. c. Note: Pay attention to the BADDR4 and BADDR5 columns. If you have more than one name in the address field in QuickBooks then sometimes the city, state, zip will be in the BADDR4 column instead of the BADDR3 column. 17. Repeat the process for the shipping address. Instead of billto use shipto. For example, billtocity becomes shiptocity, billtocitystatezip becomes shiptocitystatezip. a. Note: If the SADDR fields are blank it may be because the shipping address is the same as the billing address. If this is the case you will need to copy the data in the BADDR fields to the SADDR fields. 18. Scan the TERMS column and make a list of the unique terms entries. These will need to be added to SWCS before you start the import. If you don t want to import terms then delete the Terms column. 19. The QuickBooks export file uses multiple fields for tax information but SWCS only uses one. Scan the TAXITEM column and make a list of the unique tax items. These will need to be SWCS 4.2 Import Utility Solatech, Inc. Page 5 of 10

6 added to SWCS as Sales Tax codes before you start the import. If there are entries in the export file that don t have tax, make sure the entry has a TAXITEM of (None). 20. Delete the TAXABLE and SALESTAXCODE columns. 21. Rename the TAXITEM column to SALESTAXCODE. 22. Rename the RESALENUM column to RESALESNUMBER. 23. Scan the SALESREP column and make a list of the unique sales rep names. These will need to be added to SWCS as employees before you start the import. If you don t want to import sales reps then delete the SALESREP column, otherwise rename the SALESREP column to SALESREPNAME. Note: When customers are exported from QuickBooks, customers and jobs are exported to the same file. If you don t want the QuickBooks jobs to be imported then delete any row that has the customer:job format. For example Abercrombie, Kristy:Family Room. QuickBooks allows tax item names to be longer than what SWCS allows. If you are import sales tax codes into SWCS you will need to rename any tax items that are more than 16 characters. Troubleshooting You get a message indicating a line is missing some required data For example: During the import process utility will validate each record that will be imported to make sure it contains required data. If the require data is not found, you will be asked if you skip the record. If you choose Yes then the record will be skipped and others will be processed. If you choose No then nothing will be imported. This will typically happen if one or more of the column names on the first line of the import file is missing a required column. For example when importing customers the name or account column is missing or spelled incorrectly. SWCS 4.2 Import Utility Solatech, Inc. Page 6 of 10

7 You get a message indicating a line references invalid data For example: During the import process utility will validate each record that will be imported to make sure it contains valid data. If any part of the import record is not valid, for example you are importing a sales tax code that is not already setup in SWCS, you will be asked if you skip the record. If you choose Yes then the record will be skipped and others will be processed. If you choose No then nothing will be imported. Reference Supported File Formats Comma Separated Values (.csv) The data file must be an ASCII text file. Each record (customer, vendor, etc.) must be on a separate line. Each line is followed by a carriage return (press the Enter key in your editor). The first line must contain valid column headers. See the column header sections below. Each column in the column header line must be separated by a comma (, ). For example: name,account,phone1,fax Each data field must be separated by a comma (, ). For example: Joe Smith,JS8749, , Tab Separated Values (.txt) The data file must be an ASCII text file. Each record (customer, vendor, etc.) must be on a separate line. Each line is followed by a carriage return (press the Enter key in your editor). The first line must contain valid column headers. See the column header sections below. Each column in the column header line must be separated by a tab. For example: name account phone1 fax Each data field must be separated by a tab. For example: Joe Smith JS Column headers for importing customers Column Description Required SWCS 4.2 Import Utility Solatech, Inc. Page 7 of 10

8 name The customer name. Yes account The customer account number. Yes contact The customer contact name. No phone1 The customer phone 1. No phone2 The customer phone 2. No fax The customer fax number. No billtoname The customer name for the billing address. No billtoaddress1 The customer billing address line 1. No billtoaddress2 The customer billing address line 2. No Billtocitystatezip The customer billing city, state and zip. This field will be No parsed and the billtocity, billtostate and billtozip fields will be updated as required. billtocity The customer billing address city. No billtostate The customer billing address state. No billtozip The customer billing address zip code. No billtocountry The customer billing address country. No shiptoname The customer name for the shipping address. No shiptoaddress1 The customer shipping address line 1. No shiptoaddress2 The customer shipping address line 2. No shiptocitystatezip The customer shipping city, state and zip. This field will be No parsed and the shiptocity, shiptostate and shiptozip fields will be updated as required. shiptocity The customer shipping address city. No shiptostate The customer shipping address state. No shiptozip The customer shipping address zip code. No shiptocountry The customer shipping address country. No batch The customer batch processing method. Valid values are 1 No (for print), 2 (for ) and 3 (for fax by ). active The customer active switch. Valid values are 0 (for inactive) and 1 (for active). No credithold The customer credit hold switch. Valid values are 0 (for no) No and 1 (for yes). comments The customer comments. No orderentrycomments The customer order entry comments. No pstexnumber The customer PST exemption number. No salesaccount The customer sales account. No resalenumber The customer resale number. No showcsrmessage The customer show CSR message switch. Value values are 0 No (for no) and 1 (for yes). csrmessage The customer CSR message. No exported The customer exported switch. Valid values are 0 (for no) No and 1 (for yes). customertype The customer s customer type. This must match an existing customer type as setup in SWCS. SWCS 4.2 Import Utility Solatech, Inc. Page 8 of 10

9 terms shippingmethod discountgroup salesrep installer designer referralmethod salestaxcode The customer terms. This must match an existing terms entry as setup in SWCS. The customer shipping method. This must match an existing shipping method as setup in SWCS. The customer discount group. This must match an existing discount group as setup in SWCS. The customer sales rep. This must match an existing sales rep as setup in SWCS. The customer installer. This must match an existing installer as setup in SWCS. The customer designer. This must match an existing designer as setup in SWCS. The customer referral method. This must match an existing referral method as setup in SWCS. The customer sales tax code. This must match an existing sales tax code as setup in SWCS. Notes Fields with a * are not required when importing however they are required in SWCS. If they are not supplied in the import file then the default values as setup in Preferences will be used. When importing customers, existing customers are matched on the account number only, not the name. Column headers for importing vendors Column Description Required name The vendor name. Yes account The vendor account number. No contact The vendor contact name. No phone1 The vendor phone 1. No phone2 The vendor phone 2. No fax The vendor fax number. No billtoname The vendor name for the billing address. No billtoaddress1 The vendor billing address line 1. No billtoaddress2 The vendor billing address line 2. No Billtocitystatezip The vendor billing city, state and zip. This field will be parsed No and the billtocity, billtostate and billtozip fields will be updated as required. billtocity The vendor billing address city. No billtostate The vendor billing address state. No billtozip The vendor billing address zip code. No billtocountry The vendor billing address country. No shiptoname The vendor name for the shipping address. No shiptoaddress1 The vendor shipping address line 1. No SWCS 4.2 Import Utility Solatech, Inc. Page 9 of 10

10 shiptoaddress2 The vendor shipping address line 2. No shiptocitystatezip The vendor shipping city, state and zip. This field will be No parsed and the shiptocity, shiptostate and shiptozip fields will be updated as required. shiptocity The vendor shipping address city. No shiptostate The vendor shipping address state. No shiptozip The vendor shipping address zip code. No shiptocountry The vendor shipping address country. No active The vendor active switch. Valid values are 0 (for inactive) and 1 (for active). No comments The vendor comments. No splitpo The vendor split purchase orders by product switch. Valid No values are 0 (for no) and 1 (for yes). oopprocess The vendor process purchase orders electronically switch. No Valid values are 0 (for no) and 1 (for yes). oopprintpo The vendor print purchase orders for orders processed No online switch. Valid values are 0 (for no) and 1 (for yes). oopvendorid The vendor OOP ID. No terms The vendor terms. This must match an existing terms entry as setup in SWCS. Notes Fields with a * are not required when importing however they are required in SWCS. If they are not supplied in the import file then the default values as setup in Preferences will be used. When importing vendors, existing vendors are matched on the vendor name. SWCS 4.2 Import Utility Solatech, Inc. Page 10 of 10