How to Import Part Numbers to Proman

Transcription

1 How to Import Part Numbers to Proman This is a brief document that outlines how to take an Excel spreadsheet and either load new parts numbers into Proman or update data on existing part numbers. Before you begin, you will need all of your inventory master data in an Excel spreadsheet, this can be obtained from the vendor. In most cases users will have to change some of the data received from the vendor in order for Proman to understand and except the data. Below are step-by-step instructions with screen shots that will guide you through the process. Here is an example excel spreadsheet received from a vendor Mic-A-Nic. First, you have to decide the format for part descriptions. This example is using Collection and Item Description for the part description format. The new part description column must be the next available column in the excel spreadsheet.

2 This formula says to start with the vendor name MICANIC. Make sure to leave a space at the end of the vendors name and the double quote. We then are going to add cell A6, then add a space (with the ), and then we finally add their description from cell C6. The above formula reads =MINANIC &A6& &C6 Now copy and paste this formula for the entire column. Excel will automatically change the cell number. Once the formula is copied, your column for part descriptions should have the entire row selected filled in with a combination of the data selected in your formula. This will vary from customer to customer and vendor to vendor. This information will be used to develop the cross referencing on parts (search button on screens). If the part description is greater then 45 characters Proman will use the first 45 characters. Next, the same thing needs done for a costing column, We will put this in the next column and make another formula for this as well. The above formula reads =E6*0.56 E6 is the column the list price is located, 0.56 is the discount granted, which is the cost price. Again copy and paste this formula to the entire column like above. Finally, the excel spreadsheet needs to be reformatted, the amount columns (both cost and selling price). To do this click on the letter going across the top of the excel sheet, this will highlight the column in a grayish color, while holding the CTRL key down, click the other column that has

3 cost/selling prices entered. Once both columns are highlighted right click somewhere is the grayish area. The following popup menu will appear: Select Format Cells Once format cells is clicked the following Format Cells window will appear: We have to make this a number format for Proman to understand, which will remove any commas and dollar signs. Make sure there are 2 Decimal Places Use 1000 Separator is unchecked Negative numbers should have selected. Click OK once finished It may be a good idea to save a copy of the spreadsheet as a new name, just to save your changes so far. Now the spreadsheet must be in a format the Proman is able to understand. Click File -> Save As

4 Select a directory would like to save the file, then enter the file name you would like to save as. Finally make sure the Save as type has CSV (Comma Delimited) selected from the drop down menu. Once save is clicked, you will likely receive the following message box: Click Yes to close. Now log into Proman, but don t close your excel window just yet. Once you are logged into Proman, enter or locate IM_IMP_MAINT from the main menu We need to confirm that the columns of your Excel sheet have not changes (or enter them if this is a new vendor we are uploading. Either select the vendor name or enter the new name of the vendor here. Press <tab> to have the screen fill in once a vendor name has been entered/selected

5 This screen should look like Always make sure that the File Type is set to A. From your Excel spreadsheet confirm that we still have 5 rows of header information. We are telling Proman to skip this number of rows in the spreadsheet and to ignore these rows, as there are no part numbers to load from these rows. The Cnt column is the column where the data exists. If we want the system to load information from Excel, we must tell the system what column the information is in, or we must set a default value in the default column. In our case above, we can see that the description is to be loaded from the 18 th column (just count across your Excel spreadsheet). The unit of measure for each part will default to EA (because it is not in the spreadsheet). Make sure that you scroll down to see all of the rows in screen as shown below:

6 You must have either the part number filled (it is not in our case) or we must have the mfg part nbr filled in. In the case above, we will get the vendors part number from the 2 nd column in our spreadsheet. If we do not find this vendor s part number in the system, and the part number row is blank, we will assign a part number and create a new part in the system. You can set the starting part number in Proman (for new parts) with a fastkey called MCF_NN_MAINT, and select next.im.nbr from the drop down list in the prompt called Next Nbr Key. Change the Next Number to be the value you like. Make sure that you do not have numbers already in this range!

7 Once this value is set, you will not have to update it in the future, unless change is taking place. Proman will keep track of the next number all the time. This is shown for reference, so that you can find this in the future, should you ever want it again. Next run the fastkey IMPORT_IM_TMP. Enter the path and file name that you saved your Excel file in earlier. You can click the folder on the right side and browse for the file if you forgot.

8 Browsing for the file location will automatically insert the file location into the File path text area in IMPORT_IM_TMP Press <tab> and then click on the process button. This process may take a couple of minutes, depending on how large the spread sheet is (and how many columns you have). You will see the following little message box on the screen You may see an hour glass during part of the upload. Once the upload has finished, you will receive the following Process Complete message box: Click OK. This means that your data has been moved from your PC up into the server in a temporary file. The final step is to move the data from the temporary file into your live IM (Item Master) file. This is essentially the same as manually entering the parts with PARTS_ENG. Using the IMPORT_IM fastkey,

9 Select the vendor template name that you reviewed in IM_IMP_MAINT. Press <tab> and then click on Process. Again this process may take a few minutes to run. You will see small gray boxes moving across you screen (as shown above), verifying that all the information the system needs is present and then loads the information. Once the process is complete the following message box will be displayed: Click OK to close You may also receive the following message box: Click Yes, and another message box will appear displaying all the errors. These error messages are typically received because the rows mentioned are row that were entered to be skipped, and or have no data. Click Ok and screen will close.