Catalog Import

This chapter describes how to import catalog items in TRASER DMS 365. The import process uses a catalog file (also known as a price file or price list) provided by the manufacturer to the dealer. This catalog file includes all items available from the manufacturer, along with various additional details like item number, description, price, and more, which can vary significantly depending on the manufacturer. The following sections explain how this master data is added to the system. The contents of this chapter are divided into the following sections:

• Creating Catalogs
• Importing Catalogs via Excel Templates
  • Exporting Excel File
  • Importing Excel File
  • Catalog Mappings
    • Unit of Measure Mapping
    • Attribute Mapping
    • Item Template Mapping
  • Completing Catalog Import
• Creating Customer-Specific Price Lists
• Catalog History
• Setting Price History for Catalog Item Prices
• Adding Subsidiary Catalog to Manufacturer Catalog
• Catalog Surcharges
  • Defining Surcharges for Catalogs
  • Defining Surcharges for Catalog Items
  • Defining Item Surcharge Templates
  • Setting Rounding Method for Item Surcharges
• Catalog Update

Creating Catalog

In order to import a catalog, it must first be created in your system. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Catalogs page.
• On the Catalog page, click on New in the menu bar.
• Fill in the fields on the catalog card according to the following table:

You have successfully created a catalog card. Your changes are saved automatically. Taking into account the available format of your catalog, follow the steps below to import the catalog.

Importing Catalog via Excel Template

The following sections describe how to import the catalog file in TRASER DMS 365. First, an Excel file is exported in which the corresponding information from the catalog file can be entered. Then, the Excel file is imported.

Exporting Excel File

This section explains how to export an Excel file in TRASER DMS 365 and how to prepare this file for import. If you already have a correctly formatted Excel file for import, you can continue directly with the steps described in Importing Excel File. Otherwise, please proceed as follows to export the Excel file:

• In the open catalog card, click on Excel > Export Excel Template in the menu bar.
• The Catalog Excel Template Setup window is displayed.
• Use the toggle switches described below to select the data to be included in the Excel template for export. Toggle switches required as minimum information for importing catalog items are highlighted in bold. Optional information is highlighted in italic.

Vendor Information

Manufacturer Information

Catalog Item Information

Price Information

Dimensions

• After selecting the information that shall be copied to the Excel template, click on OK.
• Confirm the dialog with OK to open the Excel template.

Tip

You can export or import catalog item descriptions in different languages. Once this has been set up, the Excel file contains columns for the description and/or description 2 in the languages you have selected, so that you can enter the translations of the catalog items. To set up the export or import of catalog item descriptions in multiple languages, proceed as follows:

+Open the FactBox area (ALT+F2) on the open catalog card.

• In the FactBox area, navigate to the Excel Import/Export Languages FastTab. Alternatively, you also have the option to access the FastTab directly via the catalog list.
• Click on the heading of the FactBox FastTab and then on Edit Languages.
• In the Language Code column, enter the language for which you would later like to export or import the catalog item descriptions.
• Activate the Export Description toggle switch if you want to export/import the catalog item description in the selected language.
• Activate the Export Description 2 toggle switch if you want to export/import the catalog item description 2 in the selected language.
• Repeat these steps for all languages that should be included in the Excel file, then close the page.

You have successfully 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. You can then import the Excel file as described below.

Importing Excel File

To import the Excel file, please proceed as follows:

• In the open catalog card, click on Excel > Import Excel in the menu bar.
• Click on the selection field in the Excel File field.
• In the Select Excel File window, select the Excel template that you created and filled with data.
• The dialog window shows the number of buffered data records.
• Optional You can activate the Import in background toggle switch if the number of data records is very large. The import is then carried out in the background so that you can continue working undisturbed during the import.
• Click on OK to import the catalog entries.
• A new dialog window is displayed, listing the number of catalog entries that have been imported. Click OK.

You have successfully carried out the catalog import. The number of catalog entries is displayed on the catalog card in the No. of Buffered Records field under Schedule. After importing the data records into the buffer, you may need to carry out mappings if certain catalog item values are not available in the system. This process is described in the following section.

Catalog Mappings

In order to be able to complete the import, it may be necessary to map some parameters for the import if certain values of the catalog items are not listed and a suitable equivalent must be found in the system. The following subsections describe how to map units of measure, attributes, and item templates.

Unit of Measure Mapping

Proceed as follows to carry out the mappings for units of measure:

• To carry out mappings, click on Mapping > Unit Of Measure Codes in the menu bar of an open catalog or click on the number in the Mapping Unit of Measure Codes field in the Mapping FastTab.
• The Edit – Catalog Import Mappings window is displayed.
• 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.

You have successfully mapped all unit of measure codes. Please proceed with the attribute mapping.

Attribute Mapping

Proceed as follows to carry out the mappings for attributes:

• To carry out mappings, click on Mapping > Attribute Mapping in the menu bar of an open catalog or click on the number in the Attribute Mapping field in the Mapping FastTab.
• The Edit – Catalog Import Mappings window is displayed.
• To hide values that have already been mapped, click on Show/Hide Mapped Values.
• To carry out the mapping of an attribute value, click in the Mapped Value column.
• The mapping list is displayed. This list contains the attributes that are saved in your system.
• Please map the imported values to the attributes.

You have successfully mapped all attributes. Please proceed with the item template mapping.

Item Template Mapping

Proceed as follows to carry out the mappings for item templates:

• To carry out mappings, click on Mapping > Item Template Mapping in the menu bar of an open catalog or click on the number in the Item Template Mapping field in the Mapping FastTab.
• The Edit – Catalog Import Mappings window is displayed.
• To hide values that have already been mapped, click on Show/Hide Mapped Values.
• To carry out the mapping of an item template value, click in the Mapped Value column.
• The mapping list is displayed. This list contains the item templates that are saved in your system.
• Please map the imported values to the item templates.

You have successfully mapped all imported values to an item template. If all mappings have been carried out, you can now complete the import. This process is described in the following section.

Completing Catalog Import

Once you have carried out all the mappings, you can select one of the following actions under Update in the menu bar of an open catalog:

You have successfully completed a catalog import. The No. of Catalog Items field on the open catalog card is now displayed and shows the number of imported catalog items.

Creating Customer-Specific Price Lists

When importing catalogs in TRASER DMS 365, you can use multiple price lists for different customers. This allows you to store different price structures, such as customer price groups or discount groups, directly in the catalog.

Note

To use this function, you must first create and set up the desired price lists. To do so, follow the instructions under Creating Sales Price Lists. Make sure that the following conditions are met:

• The Status of the sales price list is active so that catalog item prices are calculated correctly.
• The Starting Date and, if applicable, Ending Date are specified correctly so that the current date is within the validity period, i.e., the price list is active.
• The Allow Updating Defaults toggle switch is activated so that catalog item prices are also updated correctly when the catalog is updated.

Please proceed as follows to create a customer-specific price list in a catalog:

• Use the quick search (ALT+Q) to find the Catalogs page.
• Open the catalog for which you want to create customer-specific price lists or create a new catalog.
• Navigate to the Item Creation Setup FastTab and activate the Use Customer-Specific Price List toggle switch.
• Click in the Catalog Price Lists field that is now displayed to open the Catalog Price List Setup.
• Click on New in the menu bar to create a new catalog price list.
• Complete the information according to the following table:

You have successfully created a customer-specific price list. Repeat the process as needed to set up additional price lists. When you import or update a catalog, the system creates/updates a separate data record for each catalog item and each stored price list. For existing data records, the system also automatically fills in the Ending Date field after a catalog import if no ending date has been previously specified.

Catalog History

This section explains how to find the catalog import history. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Catalogs page.
• Open the desired catalog card.
• Click Navigate > History in the menu bar.
• The Catalog History window is displayed. This window shows all catalogs that have been imported or updated:

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

Setting Price History for Catalog Item Prices

You can set up a price history for imported items in TRASER DMS 365. To do so, please proceed as follows:

• Use the quick search (ALT+Q) to find the Catalogs page.
• Open the desired catalog card.
• Navigate to the Item Creation Setup FastTab.
• Select one of the following values for the Copy Prices field.

You have successfully set up which prices should be displayed in the price history.

Adding Subsidiary Catalog to Manufacturer Catalog

You can add subsidiary catalogs to manufacturer catalogs in TRASER DMS 365. Subsidiary Catalogs are catalogs which contain catalog items that are already listed in another catalog with the same Manufacturer Code and the same Vendor Item No.. This can be, e.g., catalog items that are quoted at different prices by different vendors. To add a subsidiary catalog to a manufacturer catalog that was imported into the system, please proceed as follows:

• Use the quick search (ALT+Q) to find the Catalogs page.
• On the Catalogs page, you will find the Manufacturer Catalog checkbox. The checkbox will show you if the catalog is a subsidiary catalog or a manufacturer catalog.
• Select the manufacturer catalog that you want to add a subsidiary catalog to.
• Click Home > Subsidiary Catalogs in the menu bar.
• The Subsidiary Catalogs page is displayed.
• Click New in the menu bar to add a subsidiary catalog to the selected manufacturer catalog.

You have successfully added a subsidiary catalog to a manufacturer catalog.

Catalog Surcharges

In order to ensure your company’s profitability, you can apply a surcharge to catalog items from external manufacturers. The following sections contains information on catalog (item) surcharges that are imported via a catalog file.

Defining Surcharges for Catalogs

To define surcharges for a catalog, proceed as follows:

• Use the quick search (ALT+Q) to find the Catalogs page.
• Open the desired catalog.
• Click Unit Prices > Surcharges in the menu bar.
• Complete the information according to the following table:

You have successfully defined surcharges for the catalog. You can now continue with the Import of the Catalogs.

Defining Surcharges for Catalog Items

To define surcharges for specific catalog items, please proceed as follows:

• Use the quick search (ALT+Q) to find the Item Surcharges page.
• To create a new surcharge, click on New in the menu bar.
• Complete the information according to the following table:

You have successfully set up a new surcharge for catalog items.

Defining Item Surcharge Templates

This section describes how to define item surcharge templates that you can store at the catalog before carrying out the import. The surcharges in the template are then applied to all catalog items in the catalog file that have been imported. To define am item surcharge template, please proceed as follows:

• Use the quick search (ALT+Q) to find the Item Surcharge Templates page.
• To define a new item surcharge template click on New in the menu bar.
• In the Code field, enter a unique code for the surcharge template.
• In the Description field, enter a clear description for the surcharge template.
• In the Item Surcharge Template Lines FastTab, you can enter more information regarding the template. Fill in the columns according to the information in the following table:

You have successfully defined an item surcharge template that you can store on the catalog card. The surcharges in the template are then applied to the imported price lists for the respective catalog.

Setting Rounding Method for Item Surcharges

You can create rounding methods in TRASER DMS 365 that you can use for item surcharges. Proceed as follows to set up a rounding method:

• Use the quick search (ALT+Q) to find the Rounding Methods page.
• Click on New in the menu bar to create a new rounding method.
• Complete the information according to the following table:

You have successfully created a rounding method.

Catalog Update

This section describes how the individual import fields behave when a catalog is updated again. Of particular importance is whether previously made manual changes to items are retained or overwritten by the values from the catalog. The following table shows in detail which manually changed fields are updated when a catalog is updated and which remain unchanged.