Product data import file can be used to supplement Procountor’s product register or change the information of existing products in the register.
Product data
The picture above presents an Excel file with test products that can be imported to Procountor with Import data function. It is possible to import entirely new products but is also possible to replace existing products.
The products in the picture above are new products. If the information of existing products is updated with Import data function, the import file must contain the product code of an existing product in column C: information in this column is used to allocate the import file information to the right product. When import file information is allocated to an existing product, the earlier product information in the register is replaced with the information that is in the import file.
If there are several products with the same product code in the Procountor’s product register and a product with a different name but the same product code is added through import data function, then Procountor adds a new product with updated information to the product register with the same product code.
Import file
The import file can be created using this CSV template. The file contains a heading row about the information that can be included in the file. However, this heading row (consisting of product information types) must be deleted before importing the file so that there are no mistakes when importing the file. It is also important to check that the first cell (A1) of the file contains information; otherwise all the other cells in the file will relocate to a faulty position.
The data import file is a file in which a single row constitutes a single record. Fields in the record are separated by semicolons. For this reason, semicolons may not be used in the data contained in the fields. The file does not have a separate header row, i.e. the records begin immediately from the first row. The CSV extension is used to identify the file, which can otherwise be named freely. If the file is saved in CSV format in Excel (not CSV (Macintosh) or CSV (MS-DOS)), the field separators and extension will automatically be correct. If the file is created using an OpenOffice spreadsheet, it will add quotation marks around the character strings when saving in CSV format. This setting must be cleared in order to make the file correctly readable.
Product record
The following record description includes the following information for each field, organized by record type:
- Num: the field’s number
- Excel cell: the field’s column in the Excel spreadsheet
- Field name / Data item: description of the data
- Obligatoriness: X = mandatory, empty = optional
- Format: text, decimal, integer, date, or other specified form
- Permitted values / Verification: states the values permitted for the field in question; will the accuracy of the data be verified
- Default: the value assigned to empty fields
- Additional information: other relevant information concerning the field
|
Num |
Excel cell |
Field name / Data item |
Obligatoriness |
Format |
Permitted values / Verification |
Default |
Additional information |
|
1 |
A |
Product type |
X |
Text, 1 character |
B = Purchase product S = Sales product |
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|
2 |
B |
Product name |
X |
Text, 100 characters |
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|
3 |
C |
Product code |
Text, 40 characters |
This data item is used to allocate the product to the product register. |
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|
4 |
D |
Unit |
Text |
Sales products: all units listed in Invoice settings, for example pcs, kg, g, km, etc. Purchase products: cm, lot, g, h, pers., lm, kWh, kg, mon, km, pcs, l, box, m, m2, m3, su, min, mm, prc, bot, can, bag, day, roll, p, sack, ser, tb, ton, yr, week, d. |
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|
5 |
E |
Discount % |
Decimal |
0-100 |
0 |
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|
6 |
F |
Product unit price |
X |
Decimal |
0 or greater |
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|
7 |
G |
VAT-% |
X |
Integer |
24, 23, 22, 17, 14, 13, 12, 10, 9, 8 or 0 |
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|
8 |
H |
Additional information |
Text, unlimited |
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|
9 |
I |
Currency code |
Text, 3 characters |
Must exist in the currency register |
EUR |
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|
10 |
J |
Advertisement text |
Text, unlimited |
Internal information that is visible in Product card's Advertisement text field. | |||
|
11 |
K |
Instructions |
Text, unlimited |
Internal information that is visible in Product card's Instructions field. | |||
|
12 |
L |
Default account |
Number, 4 digits |
Must exist in the chart of accounts |
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13 |
M |
Product group |
Text, 80 characters |
Must exist in the product group register |
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|
14 |
N |
Code of VAT status |
If VAT-% is other than 0, VAT status must be set as Domestic (code vat_1) or empty. If VAT status code field is left empty, the value in Procountor will be empty too (product-specific VAT status is not used). |
In main menu's Management > Accounting info > VAT defaults, there is a section of Used VAT statuses that lists VAT status codes under column VAT status code that are used with the import file (purchase and sales products). Other option is to check the codes from the listing here. |