The import function in ProdSys is designed to simplify and accelerate the process of entering large amounts of data by allowing users to import a variety of essential information. Instead of manually inputting customers, suppliers, contact persons, employees, products, articles, equipment, and order articles, users can take advantage of ProdSys' custom CSV format to efficiently upload this data into the system.
In this article, we will explore how to use the import functionality in ProdSys, how to generate the necessary CSV files using Excel, and the key details about our custom-defined formats.
What Can Be Imported in ProdSys?
ProdSys allows the import of several key data types, making it easier to onboard and maintain a large set of data. The following types of information can be imported into ProdSys:
Customers: Importing customer lists with relevant details such as contact information, billing addresses, and categories.
Suppliers: Easily upload supplier data, including company information and payment terms.
Contact Persons: Add contact persons for both customers and suppliers, ensuring all stakeholders are accounted for.
Employees: Upload employee data such as names, roles, departments, and contact information.
Products and Articles: Bulk import products or articles with specifications, categories, pricing, and stock levels.
Equipment: Import details about equipment used in production, such as model numbers, descriptions, and locations.
Order Articles: Upload articles related to orders, including materials, quantities, and associated costs.
The Custom CSV Format in ProdSys
ProdSys uses a custom-defined CSV format for importing data, ensuring compatibility with the system. Each type of data (customers, suppliers, products, etc.) has its own structure, with specific columns required for the system to process the information correctly.
The ProdSys import format can be accessed and downloaded from the platform’s import section, providing templates for users to prepare their data accurately. These templates contain all the necessary fields and headers, guiding the user on how to format their data.
Each field must be completed according to the ProdSys guidelines to ensure a successful import.
File specifications:
All the file specifications and and examples can be found here
Article , Product and Equipment import | ||
Article, Product Equipment Image import. |
| |
Article Price | ||
Contacts like Customer, Supplier, Contact Persons, Employee | ||
Contact person import | ||
Order Article Import |
Tip: When collecting the columns in the spec you can use Transpose function in Excel flips data from rows to columns or vice versa. You can use Paste Special > Transpose for a quick, static change. You can combine multiple imports into one import file.
Generating a CSV File Using Excel
Excel is a powerful tool for preparing data for import. Users can easily create and edit data in Excel before saving it in the CSV format required for ProdSys. Here’s a step-by-step guide to using Excel to create a CSV file for ProdSys imports:
Open Excel: Start a new workbook and input your data into the columns as specified by the ProdSys import format. Use the provided template as a guide.
Enter Data: Ensure that each piece of data is correctly placed in the right column. For example:
Column A: Customer Name
Column B: Contact Person
Column C: Address
And so on.
Avoid Formatting Issues: Avoid using complex formulas, merged cells, or special characters that are not supported in CSV files.
Save as CSV: Once all the data is entered:
Click File → Save As.
Choose the location where you want to save the file.
In the Save as type dropdown, select CSV (Semicolon Delimited) (*.csv)
UTF8 format.Click Save.
Review the File: After saving the file, open it in a text editor (like Notepad) to ensure the data is properly formatted in a comma-separated format.
Import into ProdSys: Once the CSV file is ready:
Log into ProdSys.
Navigate to the System > Import Section.
Select the type of data you are importing (customers, suppliers, etc.).
Upload the CSV file.
Validate Data: ProdSys will validate the imported data and notify you of any issues or missing information that needs to be corrected.
Benefits of Using the Import Function in ProdSys
Efficiency: The import feature allows users to quickly upload large datasets, saving time and effort compared to manual entry.
Accuracy: With predefined formats, the risk of input errors is reduced, ensuring that the data is clean and ready for use.
Scalability: Whether you're importing data for a new implementation or updating an existing database, the import feature can handle large amounts of information seamlessly.
Flexibility: Users can prepare their data in Excel and import it into ProdSys at any time, allowing for easier updates and adjustments.
Conclusion
The import function in ProdSys is a powerful feature that significantly reduces the workload associated with data entry. By using ProdSys' custom-defined CSV format and leveraging tools like Excel, users can quickly and accurately import data for customers, suppliers, products, and more. This not only improves operational efficiency but also ensures that your data is well-organized and error-free.
If you’re unfamiliar with the format or process, ProdSys provides import templates and guidelines, making the entire process smooth and intuitive.