.CSV Uploads / Automated Processes

Transcription

1 .CSV Uploads / Automated Processes 2018 User Group Conference Elevate your game!

2 Hi, I am Jennifer Boucher Response Line Rep

3 Agenda.CSV import options How they work What information is needed How to import Automatic Price book updates

4 What system functions allow for a.csv upload? Unit number import Create Source document (JE) transactions to the G/L Parts list Create a price book for a short line vendor Each feature is saved to your IFS and using the //keystone/keystone directory even with Quantum All of these features are at no charge to the dealership and do require Keystone or Quantum

5 Unit Number Import Use.CSV format to import new unit information You can also use a.csv file to update existing units If the make/model does not already exist in the system, it will be automatically added to the make/model table Caution on accuracy counts: the system is going to import what you have in your spreadsheet

6 What information do I need in my.csv file? Unit number Make Valid G/L account (no or invalid G/L account will result in the unit not importing) You may not exceed the field length

7 Optional information you can add: Description Model Year (last two digits) Product code Color Horsepower Serial number Location Sold by In date Dealer list Long description Internal and External specs (always monitor your field lengths) Engine Serial number

8 Example of Unit Template

9 How to import your unit list Go to Units/Import units Click continue Your Units list must first be saved on the IFS to the \\keystone\keystone\importunits.csv directory

10 Reporting After you apply the import procedure, a report will print of any unit not successfully added Successfully added units will be reported on the Accounting End of Day report daily maintenance log

11 Unit upload tips: Run a units datamine with a filter Equal to the In date The In Date is the date you added the units to the system

12 Create source document (JE) transaction post to your G/L Use.CSV file to import Journal entries.csv must be saved prior in the \\keystone\keystone\import directory User is responsible to maintain the directory

13 What information do I need in my Excel file? ID (optional) Transaction date Document G/L account number Amount Discount Unit number Just think What information do I enter when I use the menu option for Create Source Documents and what am I posting? Description Control number (address number) Due date

14 How to import transactions in create source documents (JE) Save your.csv in the \\keystone\keystone\import directory Accounting/create source documents enter your transaction date and GL posting month Click recurrent transactions Click Add Click Import transactions

15 How to import transactions in create source documents (JE) Type the name of the FULL file name and extension Type in a NEW Group name Make sure the file name does not contain any blanks and then proceed with posting transactions as usual

16 Example of Create Source Document Template

17 Create Source Document import tips The dollar amount field must reflect true value to how it will effect the type of GL account you are posting too: Debits are done as positive numbers (without the leading negative sign) Credits are done as negative number (WITH a leading negative sign)

18 Parts list Import Allows you to take a list of parts and import them to Parts list Save list as a.csv Save the files to: \\keystone\keystone\business _system_part_list_import

19 What information do I need? Part number Part quantity

20 How to Import your Part List Go to Parts/Price update Part lists/part list Click the import button Highlight and click Select the list you want to import Enter your vendor code Choose if you want to print or only view the Part list import report You can use Part list to import those parts to a stock order or a stock return/phaseout

21 Using.CSV to create a price book short line vendor Use.CSV formatted Excel file to import a parts price list as a price book Must follow the correct format Import.CSV to \\keystone\keystone browse to business_system_part_prices folder Make sure prefix of your file is DISCSV_ Go to Parts/Price update/create price book Run Parts/Price update/automatic update from Price book (consider if you need a Parts pad report for a before and after Inventory snapshot)

22 Scheduled/Auto Price book update Optional feature Uses the IM on the dealerships main communications PC IM pulls price book from your Weblocker Builds and creates the price book on the system Applies the price book with your nightly Backup based on the effective date from the manufacturer/vendor Reports are generated and available for dealership review in Archiving/Parts reports

23 Price book reporting and s You will receive an when a price book is uploaded to your Weblocker You will receive another when the price book applies to your system Archive/Parts reports three reports are printed for each price update Dealership is responsible to review and ensure that your parts are updated properly Reports allow you to quickly identify anomalies

24 Import Price file layout

25 Support Help us help you faster! Detailed information about the issue you are reporting helps us Prioritize Assign to the right group/person!

26 Support What we need! Contact Info Dealership phone number Ticket Number (if you have an existing issue) Dealership name Additional contact info Your name and how to contact you if different that the dealership phone number. Or if you are requesting help for someone else please include their name and phone number/ . Subject A brief description of the issue you are having (Network down, AS400 down, Quantum down, error message, printer issue, part issue, invoice issue, account issue, etc.) Specifics What is the error, what printer, what is the invoice number, what is the part number, what application, steps to duplicate the issue, etc. Feel free to include print screens, file set and division if applicable

27 Support Knowledgebase Online Help Self Help Tutorials/Videos Current online help documents: 1. Go to to logon or register 2. Services > Training or Support > Knowledgebase

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29 Thank you!