Importing items

The option Import items allows you to batch import items into a register using a predefined structure.

HINT For more information on importing items, see the chapter Import items.

This chapter shows how to download the template for importing items, how to populate the template with data and how to import the data into the register.

CASE SUMMARY The person responsible wants to enter a large number of items into the register at once. To to this, the person responsible downloads a predefined file with the correct data entry structure from the Items register, populates it with the data on items and then imports it into the register. After importing, the person responsible checks whether the data has been imported correctly and corrects any potential errors and saves the data in the register. This is done as follows: Opening the Items register Downloading the import template Populating the template with data Uploading the Excel file Editing data before saving Saving the imported items

1. Opening the Items register

From the main menu, the person responsible opens the Items register by clicking Registers and selecting a submodule, i.e. the tab Items.

2. Downloading the import template

By clicking the arrow button next to the button Import items on the right side of the command line, the person responsible opens a drop-down list with two options.

Clicking the button Download import template starts the automatic download of the template in .xlsx format to the device.

3. Populating the template with data

The data import template is made up of 17 highlighted columns representing the type of item data. The columns are colored yellow. It is mandatory to enter data in the fields of the columns marked with darker yellow, while it is optional to enter data in the fields of the columns marked with lighter yellow and dashed lines.

The person responsible populates the rows with data on the items in an Excel or a similar spreadsheet editor that allows editing the .xlsx format. The person responsible enters aluminium bars as a new material that Tecta purchases from the supplier Tent Materials Ltd.

For the first item, the person responsible enters the item code ALU-A301000 in the field Item.

In the field Name, the name of the item is entered: ALUMINIUM BAR - D=30 1000 mm.

In the field Main supplier, the main supplier is entered: Tent Materials Ltd.

In the field Supplier code, the supplier code is entered: AD301000.

In the fields Main U/M and Item type fields, the unit of measurement PCS - PCE - Pieces and the item type 500 - Material are entered.

In the field Tax rate, the person responsible defines the VAT calculation method 2B - 22,00 - Goods, VAT accounted at 22%.

In the field Primary classification, the person responsible defines the primary classification as ALU_POLES.

In the field Supplier price, the purchase price of 3,45 is entered.

In the same way, the person responsible enters the data of all other items in the table. When finished, the person responsible saves the file.

4. Uploading the Excel file

To open the file upload window, the person responsible clicks the button Import items on the right-hand side of the command line.

In the central part of the file upload window, the person responsible uses the drag-and-drop function to transfer the icon of the file containing the data on the items.

Once the file is uploaded, a list with the details on the items is automatically displayed.

HINT You can also upload a file using the standard procedure of clicking the central part of the file upload window. This opens the file explorer, where you can search for the file, select it and upload it.

5. Editing data before saving

PANTHEON Web Light allows you to edit the imported data before saving it to the register. It also checks whether the data has been entered correctly or whether any data is missing and reports potential errors.

In this case, the program reported one error. The number of errors is visible in the field No. of errors in columns and the line containing the error is indicated by the x icon in the column Status.

The person responsible checks the fields of the line marked with the error. In order to find the error quickly, the field with error is marked with an exclamation mark icon .

In the field containing the error Item type, the person responsible selects item type 500 - Material from the list.

The person responsible double-checks the entered data before saving.

HINT After the data has been imported, it is possible to complete or edit the data in all line fields before saving.

6. Saving the imported items

Once all the data has been entered correctly, the person responsible saves it in the Items register by clicking the button Save on the right side of the command line.

The imported items are now displayed in the register.