Product detail Data import

This guide covers how to import and update product information in Netvisor using CSV files. The guide goes through the requirements, steps, and problem situations related to the import, as well as their solutions.

CONTENTS

• General
• Fields used in product detail import and update
• Preparing data
• Steps of data import

General

It is easy to import product information into Netvisor from Excel tables or other systems. There may also be a need to update an existing product register based on an Excel table. The Data import function is used for these situations.

Data import -function enables importing product data from other systems into Netvisor in CSV (Comma delimited / Luetteloerotin) -format. CSV-format is a common data transfer format used when transferring data between systems. You can create a CSV-file by for example saving a spreadsheet file in CSV (Comma delimited / Luetteloerotin). Please note that if the file name has special characters it can cause an error when importing the file. If importing large amounts of products, it is recommended to do the import in parts. 

The Data import -function is available for all companies without additional costs. The user must have editing authorization for "Perustietojen hallinta" and "Perustietojen tuonti" in Accounting Function specific rights. Data import -function can be found in Netvisor from Company menu > Data import and export > Data import.

The mandatory information in the material are

• Product code (recommended)
• Name
• Price

Fields used in product detail import and update

If compulsory fields are not given, the import cannot be done.

Here are the example files for import:

• Excel version
• CSV version

Preparing data

In the CSV file the data of one product needs to be given on one row, each field separated in their own column. If you title the columns in the Excel file according to the list above, the columns will automatically match the fields used in Netvisor's product card when importing data. Remove the empty columns so that if there is no information in the column, remove it completely.
Format the file as text before import to avoid problem with numbers. If the file is handled with default settings, it can cause problems with numbers starting with zeros (e.g. 00130 Helsinki -> 130 Helsinki).

Do the following:

1. Select the whole table
2. Click the mouse's second button
3. Select "Format cells"
4. Select category "Text"

To ensure that special characters are displayed correctly, the file should be saved in CSV (Comma delimited) format before import.

If you are using MAC, the format should be "Windows- comma separated (.csv)" or "Windows Comma Separated (.csv)". Newer MAC's may not have these formats and in these cases the import should be done on Windows workstation.

Steps of data import

1. Open Company menu and find "Data import"
2. Select the correct data type "Tuotetietojen tuonti" (see picture below, point 1) and press "Selaa" (2)
3. Find the file you are importing and press "Submit data" -button (3).
   
4. The next step is to link imported fields to corresponding fields in Netvisor product details. By pressing "Choose" (see picture below, step 1) a dropdown menu will open, from which you can choose what information is imported in the selected column. In the picture below the selection has been made (2) and the column includes product code.
5. If the imported file has column headlines, by selecting "First row contains column headlines (not imported)" -option, these headlines are not imported to Netvisor (3).
6. After all the fields have been selected, press "Update selected fields" -button (4)
   
7. Green colour indicates that the imported information is correct (see picture below, step 1). Red indicates error and the row is not imported.
8. Summary (2) shows that the file has two new and two edited product cards. "Edits"- information means that there is already an existing product card in the product register with the same product code. If there is a number in the "Error lines" section in the summary, these lines cannot be imported. The erroneous lines must be corrected in the CSV file and the import must be started from the beginning to be able to import the data into Netvisor.
9. "Reference"-link (3) will redirect to the existing product details in Netvisor (open with the mouse's second button in a new window).
   
10. After selecting the fields, two different functions are shown:
    1. "Update only above updatable fields" - This function handles only the editable rows, new records are skipped in the process. 
    2. "Continue to choose relation information" - This function imports all new products (Inserts) to the register, and updates the old ones (Edits).
11. "Update only above updatable fields" -button updates the existing product information in the product register and the relation information is not set again. After pressing the "Continue to choose relation information" button, the relation information selections are continued. The linked items are:
    1. Product group
    2. Unit
    3. Saleable product
    4. Stockable product
    5. Default stock
    6. VAT rate
    7. Stock account
    8. Home country sales bookkeeping account
    9. EU sales bookkeeping account
    10. Outside EU sales bookkeeping account
12. The fields on the CSV file will be updated to existing fields automatically. If the fields are not updated automatically or the field has been empty in the CSV file, you can choose the field (e.g. product group) manually from the dropdown menu. After the fields have been selected, the import is done by pressing "Save data" -button.

Keywords: product information, Netvisor, CSV file, Excel, Data import, Product register

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