Order Import

Menu Path: System Administration $Images\bluerarw.gif$ Imports $Images\bluerarw.gif$ Orders $Images\bluerarw.gif$ Order Import

Purpose

Import orders from external files.

Overview

Use Order Import to import sales orders instead of manually entering orders in Order Entry. You can import orders from a single file, or a batch of files.

For import format information, see Order Import Format.

Importing Orders

To import orders:

Select the Batch radio button if you want to import orders from multiple files in a batch. If you want to import orders from a single file, leave the Single radio button selected.
Select whether you want to validate and import a file, or only validate a file.
If you want the import log file to only include errors, select the Log Errors Only check box.
If you want to use pricing entered in the import file instead of existing pricing, select the Override Price Lookup field.
If you selected the Batch radio button in step 1, enter the location of the files in the Import Directory field, and continue to the next step. If you left the Single radio button selected in step 1, enter the path and file name of the import file in the Import File field, and skip to step 10.
If you want to email the import report, enter the email address in the Email field.
Enter the file extension of the import files in the Import Extension field.
Enter the path and folder to which to move import files that successfully import in the Success Archive Directory field.
Enter the path and folder to which to move import files that do not successfully import in the Error Archive Directory field.
Click the Print Options tab, and select output options for the import report.
Click the Import or Validate button in the ribbon to start the import and/or validation process. The Importing dialog box appears. The import log is output based on the options you selected in step 10.

If the import file format is not correct, the import is not completed.

You can import from the following file types:

Excel (.xls, .xlsx, .xlsm, or .xlsb)

Note If you import from an Excel workbook that contains multiple worksheets, data is only imported from the first worksheet in the workbook.

comma-separated list (.csv)
text (.txt)
data (.dat)

Note To import a .csv file, enter your data in Excel, and then save the worksheet as a .csv file. Each field in a .txt or .dat file must be separated by a caret (^) character. There should be no spaces between each field in a .csv, .txt, or .dat file.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Order Import window.
Import	Click this button to start the import process. This button is only available if you select the Validate And Import radio button.
Validate	Click this button to start the validation process. This button is only available if you select the Validate Only radio button.
Import Override Maintenance	Click this button to display Import Override Maintenance, which allows you to set the default processing and file type options for the import window.

Main Tab Fields and Buttons

Field or Button	Description
Import Type	Select one of the following options: Single - Import orders from a single file. If you select this option, enter the path and file name of the file in the Import File field. Batch - Import orders from a batch of files. If you select this option, enter the folder that contains the files in the Import Directory field.
Processing Options	Select one of the following processing options: Import if all Data is Valid - Verify the format of the data, and, if correct, load the data into the database. Validate Only - Verify the format of the data only.
Log Errors Only	Select this check box to only include errors in the import log file. If this check box is cleared, the log file also includes warnings and status notifications. NOTE If you select this check box, import orders via Scheduling Assistant, and output to email, email is only sent if there are errors. If you clear this check box, import orders via Scheduling Assistant, and output to email, email is sent for all import processes, including successful imports.
Override Price Lookup	If this check box is cleared, prices are determined as if the order was manually entered. Select this check box to determine prices as follows: If the price import field is blank, then the price is determined as if the order was being manually entered. Note Zero is different than blank. If the price import field is zero, then the price is entered as 0.00. If the price import field is a number, this override price is used.
Import File	Enter the path and file name containing the data to be imported, or click the Lookup button to navigate to and select the file. This field is only enabled if you select the Single radio button.
Email	Enter an email address to which to send the import report, or click the Lookup button to select the email address. This field defaults to the email address entered in the Email field in Customer Service Control Maintenance. This field is only enabled if you select the Batch radio button, and only used if you select the Email radio button on the Print Options tab.
Import Directory	Enter the path and folder that contains the files you are importing, or click the Lookup button to navigate to and select the folder. This field defaults to the folder entered in the Import Directory field in Customer Service Control Maintenance. This field is only enabled if you select the Batch radio button.
Import Extension	Enter the file extension for the import files. This field defaults to the file extension entered in the Import Extension field in Customer Service Control Maintenance. This field is only enabled if you select the Batch radio button. Example txt
Success Archive Directory	Enter the path and folder into which to move import files that successfully import, or click the Lookup button to navigate to and select the folder. This field defaults to the folder entered in the Success Archive Directory field in Customer Service Control Maintenance. This field is only enabled if you select the Batch radio button.
Error Archive Directory	Enter the path and folder into which to move import files that do not successfully import, or click the Lookup button to navigate to and select the folder. This field defaults to the folder entered in the Error Archive Directory field in Customer Service Control Maintenance. This field is only enabled if you select the Batch radio button.
Success Segment Directory	Enter the path and folder into which to save part of import files that successfully import, or click the Lookup button to navigate to and select the folder. This field defaults to a subfolder called segment in the folder entered in the Success Archive Directory field in Customer Service Control Maintenance. This field is only enabled if you clear the Require Complete Order Validation check box.
Error Segment Directory	Enter the path and folder into which to save part of import files that do not successfully import, or click the Lookup button to navigate to and select the folder. This field defaults to a subfolder called segment in the folder entered in the Error Archive Directory field in Customer Service Control Maintenance. This field is only enabled if you clear the Require Complete Order Validation check box.
Require Complete Order Validation	Select this check box to only import orders if there are no errors during the import process. If this check box is cleared, order import files can be partially imported with successfully imported order data saved to the folder entered in the Success Segment Directory field, and data for orders with errors saved to the folder entered in the Error Segment Directory field. Example An order import file contains 600 orders. There are errors for 30 of the orders. If you select this check box, none of the orders are imported. If you clear this check box, 570 orders are imported and 30 are not imported. This check box is selected or cleared by default based on whether the Require Complete Order Validation check box is selected or cleared in Customer Service Control Maintenance.

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Note If you select this option and are importing a batch of orders, you can enter the email address to which to send the import report in the Email field on the Main tab. If you do this, you are not prompted to select recipients. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.