Catalog Import

This chapter describes how to import catalog items of a catalog. The import is done via a prefabricated Excel template. The contents of this chapter are divided into the following sections:

Set up catalog number series

This section describes how to apply basic settings to be able to use the catalog import.
To use the catalog import, you have to create a no. series for catalogs.
Proceed as follows:

  • Use the quick search in TRASER DMS 365 to find the page Inventory Setup.
  • The page Inventory Setup is displayed.
  • In the Numbering register, click on the Catalog No. field.

Inventory Setup

  • The picklist of the available no. series is displayed.
  • Click the option Select from full list.
  • The window Select – No. Series List is displayed.
  • Click New in the menu bar.
  • Complete the following information:

Create no. series for catalog import

Column Description
Code In this column, enter the code for the catalog no. series.
Description Enter a description for the catalog no. series in this column.
Starting No. Define the starting no. for the catalog no. series in this column.
Ending No. If the catalog no. series is meant to stop at a certain number, enter the number here. It is recommended that you do not fill out this field for the catalog no. series.
Latest Date If the catalog no. series is meant to stop at a certain date, you can enter the date here. It is recommended that you do not fill out this field for the catalog no. series.
Last No. Used This column shows the last number that was used of the number series.
Default No. Activate this option to use the newly generated number series as the default number series. This option has to be activated for the setup.
Manual No. Activate this option if you would like to enter numbers manually. This option has to be activated for the setup.
Date Order With this option you can check that the numbers are given by date order. It is recommended to not activate this option.
  • Click OK to use the created no. series as a catalog no. series.
  • The page Inventory Setup is displayed. The code that you created will be displayed in the Catalog Nos. field.

The setup of no. series for catalogs is now completed.

Import catalog

Note

Please take into account that TRASER DMS 365 does not allow users to create two manufacturer catalogs with the same Default Manufacturer Code.

This section describes how to create and import a catalog.

Note

For the following steops we assume that you have already set up No. Series for Catalogs.

Proceed as follows to import a catalog:

  • Use the quick search in TRASER DMS 365 to find the page Catalogs.
  • The page Catalogs is displayed.
  • Click on the New option in the menu bar.

Create New Catalog Card

  • A new catalog card is displayed.
  • Use the Description field to enter a clear description of the catalog. When you click in the Description field, the Code field will be filled out automatically.
  • Activate the Manufacturer Catalog boolean if the catalog that you want to import belongs to an original manufacturer.
  • Use the Default Manufacturer Code field under the Import panel to enter the name of the manufacturer. If the item you want to import has no manufacturer, this manufacturer will be used. The Vendor No. field will be filled automatically if a vendor has been added to the manufacturer.

Catalog

  • Use the Default Item Template Code field to enter the item template code. If you haven’t carried out mappings for the catalog import this default item template code will be used.
  • Use the Default Unit of Measure Code field to enter the default unit of measure used for items. If you haven’t carried out Mappings for the catalog import this default unit will be used as a unit of measure for the imported items.

Depending on the format of your catalog, proceed as described in the following subsections:

Katalog über Excel-Vorlage importieren

Import catalog via Excel template

This subsection is a follow up of the Import catalog section and describes how to import a catalog via an Excel template.
Proceed as follows:

  • Click Excel on the Catalog Card page.
  • Select the Copy Excel Template option from the submenu.
  • The Catalog Excel Template Setup window is displayed.
  • Activate the buttons for the information that you want to add to the Excel template.

Note

Buttons that are grayed out cannot be deactivated. These are the minimum information that you have to add in order to import catalog items.

Create no. series for catalog import

Button Description
Vendor Item No. You have to add this information to the Excel template. You cannot deactivate this button. A column with this information is created in the excel template.
Manufacturer Code This information is optional. In addition to the minimum information, you can also import a manufacturer code.
Orig. Manufacturer Item No. This information is optional. In addition to the minimum information, you can also import the original manufacturer item number.
Description You have to add this information to the Excel template. You cannot deactivate this button. A column with this information is created in the excel template.
Description 2 This information is optional. In addition to the minimum information, you can also import a second description.
Substitute Vendor Item No. This information is optional. In addition to the minimum information, you can also import an item number from a substitute vendor.
Unit of Measure Code This information is optional. In addition to the minimum information, you can also import the unit of measure code of a catalog item.
Published Cost This information is optional. In addition to the minimum information, you can also import the published price of the catalog item.
Negotiated Cost This information is optional. In addition to the minimum information, you can also import the negotiated price of a catalog item.
Sales Unit Price You have to add this information to the Excel template. You cannot deactivate this button. A column with this information is created in the excel template.
Gross Weight This information is optional. In addition to the minimum information, you can also import the gross weight of the catalog item.
Net Weight This information is optional. In addition to the minimum information, you can also import the net weight of the catalog item.
Item Template Code This information is optional. In addition to the minimum information, you can also import the item template code of the catalog item.
Item Category Code This information is optional. In addition to the minimum information, you can also import the item category code of the catalog item. The item category code allows you to categorize the catalog items that have been imported (e.g. You can set the main category to “Spare Part” and the subcategory to “Motor Oil
Item Discount Group This information is optional. In addition to the minimum information, you can also import the item discount group of the catalog item.
Minimum Order Quantity This information is optional. In addition to the minimum information, you can also import the minimum order quantity of the catalog item. For more information, see the Order Modifiers section.
Order Multiple This information is optional. In addition to the minimum information, you can also import the order multiple (order quantity will be rounded up to next lot size). For more information, see the Order Modifiers section.
Bar Code This information is optional. In addition to the minimum information, you can also import the bar code of the catalog item.
Tariff No. This information is optional. In addition to the minimum information, you can also import the tariff number of the catalog item.
Country/Region Code This information is optional. In addition to the minimum information, you can also import the country/region code of the catalog item.
Marketing Text This information is optional. In addition to the minimum information, you can also import the marketing text of the catalog item. For more information, see the Add Marketing Texts to Catalog Items section.
Comments This information is optional. In addition to the minimum information, you can also import comments of the catalog item.
Package Dimensions This information is optional. In addition to the minimum information, you can also import package dimensions (height, width, length).
Vendor No. This information is optional.In addition to the minimum information, you can also import the vendor number of the catalog item.
  • After selecting the information that you would like to copy to the Excel template, please click on OK.
  • A dialog window will appear where you will be asked if you want to open an Excel template. Click OK to confirm.

You have downloaded the Excel template.
The template contains a column for every information. Please copy the relevant information from the catalog to the template and save the template.
Next, proceed as follows:

  • On the Catalog Card page, click the option Excel in the menu bar.
  • Click on Import Excel File in the menu bar.
  • A dialog window will appear.
  • Click Choose... in the dialog window.
  • Choose the Excel template that you created and filled with data.

A dialog window is displayed that will show the number of buffered records.

  • Click Update in the menu bar.
    You can choose between the following options:
Option Description
Execute Update Catalog import will be carried out immediately. Depending on the number of catalog items that need to be imported, the import might take some time. Therefore, we would recommend to schedule the update in advance.
Schedule/Unschedule Update To carry out the import on a specific date, select this option. The date on which the catalog import must be completed, has to be specified in the Prices Valid From field on the Catalog Card. If the import has already been scheduled, check the Batch Job Scheduled field. In the Batch Job Scheduled By field you will find the user that is responsible for the import.

Batch Job Scheduled

The catalog import has already been scheduled or executed.

Catalog Mappings

To ensure that all items from the catalog will be imported correctly, the units of measure, item templates as well as item attributes have to be mapped.

Tip

Please use the Excel template supplied by the system. With this template most of the mappings can already be carried out while the data is being processed.

Proceed as follows to carry out the mappings:

  • Use the quick search (ALT+Q) in TRASER DMS 365 to find the Catalogs page.
  • The page Catalogs is displayed.
  • Open the catalog card of the catalog you would like to import.
  • To carry out the mappings, click Mapping in the menu bar.
  • Click Unit Of Measure Mapping in the menu bar.
  • The window Catalog Import Mappings is displayed.

Mapping Unit of Measure Codes

  • To hide values that have already been mapped, click on the Show/Hide Mapped Values button.
  • To carry out the mapping of a unit of measurement code, click in the Mapped Value column.
  • The mapping picklist is displayed. This picklist contains the units that are saved in your system.
  • Please map the imported values to the units of measure.
    Please see the following table to find the most common import values and their corresponding units of measure.
Import Value Unit of Measurement Import Value Unit of Measure Import Value Unit of Measure
4G Microliter AA Ball BE Bulk
BG Bag BJ Bucket BL Bales
BLI Blister BND Bundle BO Bottle
BX Box C4 Card C5 Service
C62 Piece CA Can CG Carton
CH Container CL Bunch CLT Centiliter
CMK Square Centimeter CMQ Cubic Zentimeter CMT Centimeter
CQ Cartridge CS Case CT Carton
CV Cover D64 Block D97 Pallet
DAY Day DI Container DPC Dozen
DZN Dozen EA Piece ETI Label
EV Envelope FOI Foil FOT Foot
GRM Gram HUR Hour JR Glass
KGM Kilo KIS Box KMT Kilometer
KST Canister KT Kit LBR Pound
LTR Liter M4 Value MC Microgram
MGM Millimeter MLT Milliliter MMT Millimeter
MTK Square Meter MTQ Cubic Meter MTR Meter
NMO Nanomol OP Pack of 2 PA Package
PAD Swab PD Block PF Pallet
PK Package PR Pair QR Bow
RD Spindle RL Coil RM Ream
RO Role SA Sack SCH Box
SET Set SPD Dispenser SR Strip
ST Sheet STK Sign TAB Tab
TC Truckload TN Can TNE Ton (metric)
TU Tube TUC Cloth WEE Week
WP Watt/Peak Z3 Barrel

Note

The import values that you have entered here can be saved as international standard units of measure on the Units of Measure page. After doing this, the units of measure will be mapped automatically when importing a catalog.

All unit of measure codes have been mapped. Please proceed with the attribute mapping.
Proceed as follows:

  • On the catalog card, click Mapping in the menu bar.
  • Click Attribute Mapping in the menu bar.
  • The Edit – Catalog Import Mappings window is displayed.

Attribute Mapping

  • Map the attributes to the values that have been stored in the system. To do this, click in the Mapped Value field and select the corresponding value from the picklist or set up a new value.

All attributes have been mapped.
Please proceed with the item template mapping.
Proceed as follows:

  • On the catalog card, click Mapping in the menu bar.
  • Click Item Template Mapping in the menu bar.
  • The Edit – Catalog Import Mappings window is displayed.
  • To map an item template, click in the line of the imported value in the Mapped Value column.
  • Please choose an item template from the table.
  • Please map an item template to every imported value.
  • Close the Edit– Catalog Import Mappings window.

Every imported value has been mapped to an item template.
The mapping is now complete and you can carry out/schedule the import of the catalog.

Set price history for catalog item prices

This section explains how to set a price history for imported items.
To set a price history for imported items, please proceed as follows:

  • Use the quick search in TRASER DMS 365 to find the Catalogs page.
  • The page Catalogs is displayed.
  • Select the catalog from the table that contains items you would like to set up a price history for.
  • The catalog card is displayed.
  • Navigate to the Item Creation Setup section.

Copy Prices

  • Select one of the following values for the Copy Prices field.
Value Description
None Select this value if you do not want prices to be added to the price history.
All Prices Select this value if you want to add all prices to the price history.
Year Select this value if you want to add all prices to the price history that were registered over the period of one year.
Half Year Select this value if you want to add all prices to the price history that were registered over the period of 6 months.
Quarter Select this value if you want to add all prices to the price history that were registered over the period of 3 months.
Current and Previous Select this value if you want to add the current and the previous price to the price history.

The price history has been set up.

Add subsidiary catalog to manufacturer catalog

This section describes how to add a subsidiary catalog to a manufacturer catalog. Subsidiary Catalogs are catalogs that contain items which are not manufactured by the vendor and thus are purchased from a third party.

To add a subsidiary catalog to a manufacturer catalog that was imported inin TRASER DMS 365 , please proceed as follows:

  • Use the quick search in TRASER DMS 365 to find the Catalogs page.
  • The page Catalogs is displayed.
  • Select the manufacturer catalog that you want to add a subsidiary catalog to.

Note

On the Catalogs page, you will find the Manufacturer Catalog check box. The checkbox will show you if the catalog is a subsidiary catalog or a manufacturer catalog. You have to select a manufacturer catalog for the following description.

Manufacturer Catalog

  • Click Subsidiary Catalogs in the menu bar.
  • The page Subsidiary Catalogs is displayed.
  • Click New in the menu bar to add a subsidiary catalog to the selected manufacturer catalog.

Note

It is possible to add more than one subsidiary catalog to a manufacturer catalog. However, it is not possible to link multiple manufacturer catalogs to each other.

A subsidiary catalog has been added to a manufacturer catalog.

Catalog History

This section explains how to find the catalog import history.
Proceed as follows:

  • Use the quick search in TRASER DMS 365 to find the page Catalogs.
  • The page Catalogs is displayed.
  • Click History in the menu bar.

Attribute Mapping

  • The window Catalog History is displayed. This window shows all catalogs that have been imported or updated.
Field Description
Action In this column you can see if a catalog has been imported or updated.
Date In this column you can see the date on which the catalog was imported.
Time In this column you can see the time on which the catalog was imported.
Prices valid from In this column you can see from which date the changed prices will be valid.
No. of Catalog Items In this column, the number of catalog items is displayed.

You can use the key combination CTRL+SHIFT+F3 to show the filter area in order to filter the entries displayed in the list.

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