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 transferred to the system. The contents of this chapter are divided into the following sections:
- Importing Catalog
- Catalog History
- Setting Price History for Catalog Item Prices
- Adding Subsidiary Catalog to Manufacturer Catalog
- Catalog Surcharges
Importing Catalog
Note
For the following steps we assume that you have already set up a No. Series for Catalogs. Please also note that it is not possible to create two manufacturer catalogs with the same Default Manufacturer Code in TRASER DMS 365.
Proceed as follows to create a catalog and carry out the import:
- 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 table below.
| Field | Description |
|---|---|
| 'General' FastTab | |
| Code | This field is automatically assigned a consecutive number once you enter a description for the catalog. |
| Description | Enter a specific description for the catalog. |
| Prices valid from | Enter a date if the prices in the catalog file should only apply from a certain date. The prices are set during import so that they only become valid from the date entered. This allows for a flexible and time-independent import. |
| Full Price File | Activate this toggle switch to mark the catalog file as a full price file. As soon as a price file is marked as a Full Price File, every catalog item listed in the system that is not listed in the new catalog file is set to catalog item status = Deprecated and blocked for all purchase processes by the catalog update. |
| Item Surcharge Template | Optionally, enter a template that determines the surcharges for this catalog. More information on this can be found in the Defining Item Surcharge Templates section. Alternatively, you can also define the surcharges directly for the catalog. More information on this can be found under Defining Surcharges for Catalogs. |
| Manufacturer Catalog | Activate this toggle switch if the catalog you want to import belongs to the original manufacturer and is not a third-party catalog. |
| Subsidiary Catalogs | This field specifies the number of subsidiary catalogs and cannot be edited. More information on subsidiary catalogs can be found under Adding Subsidiary Catalog to Manufacturer Catalog. |
| 'Import' FastTab | |
| Default Manufacturer Code | Enter a default manufacturer code. This is helpful, for example, if the manufacturer is not listed in the catalog file. The specified value is then applied to all catalog item cards accordingly. |
| Vendor No. | Enter a default vendor number. This is helpful, for example, if the vendor number is not listed in the catalog file. The specified value is then applied to all catalog item cards accordingly. |
| Default Item Template Code | Enter a default item template. This is helpful, for example, if the item template is not listed in the catalog file. The specified value is then applied to all catalog item cards accordingly. |
| Default Unit of Measure Code | Enter a default unit of measure. This is helpful, for example, if the unit of measure code is not listed in the catalog file. The specified value is then applied to all catalog item cards accordingly. |
| No. of Catalog Items | This field specifies the number of catalog items and cannot be edited. |
- Your changes will be saved automatically.
You have successfully created a catalog card. 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. 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
Note
If you have already completed this step and have a correctly formatted excel file for import, you can continue directly with the steps described in Importing Excel File.
Please proceed as follows to export the excel file:
Tip
You can export or import catalog item descriptions in different languages. Once this is 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 for the catalog items. To set up the export or import of catalog item descriptions in multiple languages, proceed as follows:
- On the open catalog card, open the FactBox area (ALT+F2).
- In the FactBox area, navigate to the Excel Import/Export Languages FactBox tab.
- Click on the heading of the FactBox tab 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 and then close the page.
- In the open catalog card, click on Excel > Export Excel Template in the menu bar.
- Activate the toggle switches 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.
| 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, but is required for catalog items from subsidiary catalogs. 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. |
| Price Factor | This information is optional. In addition to the minimum information, you can also import the price factor. |
| 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). |
| Purchase Item Discount Group | This information is optional. In addition to the minimum information, you can also import the purchase item discount group of the catalog item. More information on purchase item discount groups can be found in the Purchase Item Discount Groups chapter. |
| 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 of Origin 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 dimension fields (Height, Width and Length). |
| Vendor No. | This information is optional. In addition to the minimum information, you can also import the vendor number of the catalog item. |
| Prices valid from | This information is optional. In addition to the minimum information, you can also specify that the date in the field Prices valid from is imported. |
| REMAN Value | This information is optional. In addition to the minimum information, you can also specify that a REMAN value is imported. |
| Language Code | This information is optional. In addition to the minimum information, you can also import the language code of a catalog item. |
| Translated Description | This information is optional. In addition to the minimum information, you can also import the translated description of a catalog item. |
| Translated Description 2 | This information is optional. In addition to the minimum information, you can also import the translated description 2 of a catalog item. |
- After selecting the information that you would like to copy to the Excel template, please click on OK.
- A dialog window is displayed. Confirm the dialog with OK to open the Excel template.
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.
Note
Excel supports a maximum of 1,048,576 lines. Any lines beyond this limit cannot be processed. To import the entire catalog, you'll need to split it into multiple Excel files and import each one separately in this case.
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.
- The window Select Excel File is displayed.
- Choose the Excel template that you created and filled with data.
- The dialog window shows the number of buffered data records.
- Optionally you can activate the Import in background toggle switch if the number of data records is very big. 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. To confirm this message please press 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.
Tip
If a catalog item is linked to a regular item, you can update certain details on the item card, such as gross weight, net weight, sales price and base unit via the Excel import. To do so, export the Excel template, enter the changed values and then import the Excel template again. If the details in the Excel template differ from the details of the item linked to the catalog item, the updated values will also be stored on the card of the linked item.
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.
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.
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 Codesfield in the Mapping FastTab.
- 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 list is displayed. This list contains the units that are saved in your system.
- Please map the imported values to the units of measure.
Tip
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.
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 Mappingfield in the Mapping FastTab.
- To hide values that have already been mapped, click on the Show/Hide Mapped Values button.
- 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.
All attributes have been mapped. 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 Mappingfield in the Mapping FastTab.
- To hide values that have already been mapped, click on the Show/Hide Mapped Values button.
- 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.
Every imported value has been mapped 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:
| Action | 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. A dialog window is then displayed in which you can specify the date and time for the import. If the import has already been scheduled, the Batch Job Scheduled toggle switch is activated. In the Batch Job Date Time field you will see the date and time for the scheduled import. In the Batch Job Scheduled By field you will find the user that is responsible for the import. |
The catalog import has been completed. The No. of Catalog Items field on the open catalog card now shows the number of imported catalog items. The following section describes how to access the catalog history.
Catalog History
This section explains how to find the catalog import history. To do so, please proceed as follows:
- In the menu bar of an open catalog, click on Navigate > History.
- 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. |
| Duration | In this column you can see the duration of the catalog import. |
You can use the key combination CTRL+SHIFT+F3 to show the filter area in order to filter the entries displayed in the list. The following section describes how to set a price history for catalog item prices.
Setting 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:
- In an open catalog, navigate to the Item Creation Setup FastTab.
- 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. The following section describes how to add a subsidiary catalog to a manufacturer catalog.
Adding Subsidiary Catalog to Manufacturer Catalog
This section describes how to add a subsidiary catalog to a manufacturer catalog. Subsidiary Catalogs are catalogs in which catalog items are listed that are already listed in another catalog with the same Manufacturer Code and the same Vendor Item No.. These can be 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 on Home > Subsidiary Catalogs in the menu bar of an open catalog.
- 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. The following section provides information on catalog surcharges.
Catalog Surcharges
In order to ensure your company’s profitability, you can apply a surcharge to catalog items from external manufacturers. This chapter 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 a catalog.
- Click on Prices > Surcharges in the menu bar.
- Fill in the following information:
| Column | Description |
|---|---|
| Type | Use this field to enter the surcharge type. You can choose between the following values: · All Items: Applies the surcharge to all catalog items in the catalog. · Item Category Code: Applies the surcharge to all catalog items of the same item category. · Purch. Item Disc. Group: Applies the surcharge to all catalog items of the same purchase item discount group. · Sales Item Disc. Group: Applies the surcharge to all catalog items of the same item discount group. |
| Code | Use this field to enter a code if you have selected the value Item Category Code or Item Discount Group for the Type field. |
| Description | This field will be filled in by the system with the description of the code. |
| From Price/Cost | Use this field to enter an amount. The entered amount defines the start of a price range. In this price range, all catalog items are grouped together and the defined surcharge is added to the corresponding prices. |
| To Price/Cost | Use this field to enter an amount. The entered amount defines the end of a price range. In this price range, all catalog items are grouped together and the defined surcharge is added to the corresponding prices. |
| Surcharge Calculation Base | Use this field to set the basis for the surcharge calculation. You can choose between the following options: · Published Cost: The surcharge will be calculated based on the published costs. · Sales Unit Price: The surcharge will be calculated based on the sales price. · Negotiated Cost: The surcharge is calculated on the basis of the price you have negotiated with the vendor for the catalog item. |
| Surcharge in % | Enter the price increase in % that has been calculated based on the chosen value in the Surcharge Calculation Base field. |
| Allow Line Discount | Select this checkbox to allow a line discount. |
| Rounding Method | Use this field to specify a rounding method for the surcharge. More information on creating rounding methods can be found in the Setting Rounding Method for Item Surcharges section. |
You have successfully defined surcharges for the catalog. You can now continue with the Import of the Catalog. This section describes how to define surcharges for catalog items.
Defining Surcharge for Catalog Item
This section describes how to define surcharges for catalog items. To do so, please proceed as follows:
- Use the quick search (ALT+Q) to find the Item Surcharges page.
- To set up a new surcharge, click on New in the menu bar.
- A new line is created in the table.
- Fill in the following information:
| Column | Description |
|---|---|
| Source Type | Use this field to enter the source type for the surcharges. To set a surcharge for the items in a catalog, choose the value Catalog. |
| Source Code | Use this field to enter the source code. For example, this is the catalog code. |
| Type | Use this field to enter the surcharge type. You can choose between the following values: · All Items: Applies the surcharge to all catalog items in the catalog. · Item Category Code: Applies the surcharge to all catalog items of the same item category. · Purch. Item Disc. Group: Applies the surcharge to all catalog items of the same purchase item discount group. · Sales Item Disc. Group: Applies the surcharge to all catalog items of the same item discount group. |
| Code | Use this field to enter a code if you have selected the value Item Category Code or Item Discount Group for the Type field. |
| Description | This field will be filled in by the system with the description of the code. |
| From Price/Cost | Use this field to enter an amount. The entered amount defines the start of a price range. In this price range, all catalog items are grouped together and the defined surcharge is added to the corresponding prices. |
| To Price/Cost | Use this field to enter an amount. The entered amount defines the end of a price range. In this price range, all catalog items are grouped together and the defined surcharge is added to the corresponding prices. |
| Surcharge Calculation Base | Use this field to set the basis for the surcharge calculation. You can choose between the following options: · Published Cost: The surcharge will be calculated based on the published costs. · Sales Unit Price: The surcharge will be calculated based on the sales price. · Negotiated Cost: The surcharge is calculated on the basis of the price you have negotiated with the vendor for the catalog item. |
| Surcharge in % | Enter the price increase in % that has been calculated based on the chosen value in the Surcharge Calculation Base field. |
| Allow Line Discount | Select this checkbox to allow a line discount. |
| Rounding Method | Use this field to specify a rounding method for the surcharge. More information on creating rounding methods can be found in the Setting Rounding Method for Item Surcharges section. |
You have set up a new surcharge for the items from a catalog. The next section describes how to set up item surcharge templates.
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 an item surcharge template, please proceed as follows:
- Use the quick search (ALT+Q) to find the page Item Surcharge Templates.
- 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 details regarding the template. Complete the columns according to the table below.
| Column | Description |
|---|---|
| Type | In this field, select the type for which the surcharge should be calculated. You can choose between the following values: · All Items: Applies the surcharge to all catalog items. · Item Category Code: Applies the surcharge to all catalog items of the same item category. · Purch. Item Disc. Group: Applies the surcharge to all catalog items of the same purchase item discount group. · Sales Item Disc. Group: Applies the surcharge to all catalog items of the same item discount group. |
| Code | Use this field to enter a code if you have selected the value Item Category Code or Item Discount Group for the Type field. |
| From Price/Cost | Use this field to enter an amount. The entered amount defines the start of a price range. The defined surcharge is added to the corresponding prices within this price range. |
| To Price/Cost | Use this field to enter an amount. The entered amount defines the end of a price range. The defined surcharge is added to the corresponding prices within this price range. |
| Surcharge Calculation Base | Use this field to set the basis for the surcharge calculation. You can choose between the following options: · Published Cost: The surcharge will be calculated based on the published costs. · Sales Unit Price: The surcharge will be calculated based on the sales price. · Negotiated Cost: The surcharge is calculated on the basis of the price you have negotiated with the vendor for the catalog item. |
| Surcharge in % | Enter the price increase in % that has been calculated based on the chosen value in the Surcharge Calculation Base field. |
| Allow Line Discount | Select this checkbox to allow a line discount. |
| Rounding Method | Use this field to specify a rounding method for the surcharge template. More information on creating rounding methods can be found in the Setting Rounding Method for Item Surcharges section. |
You have successfully defined an item surcharge template that you can store at the catalog card. The surcharges in the template are then applied to the imported price lists for the respective catalog. The next section describes how to set up a rounding method for item surcharges.
Setting Rounding Method for Item Surcharges
This section describes how to set up a rounding method that can be used for item surcharges. Proceed as follows to set up a rounding method:
- Use the quick search (ALT+Q) to find the page Rounding Methods.
- To set up a new rounding method, click New in the menu bar.
- A new line is added to the table.
- Fill in the following information:
| Column | Description |
|---|---|
| Code | Use this column to enter a rounding method code. |
| Minimum Amount | Use this column to enter the minimum amount for rounding. |
| Amount Added Before | Use this column to enter the surcharge that will be added to the amount before rounding. |
| Type | Use this field to enter the rounding method type. For this, you can choose between the following options: · Nearest: If you choose this option, decimal places up to 4 are rounded down and decimal places of 5 or more are rounded up . · Up: If you choose this option, numbers are always rounded up regardless of the value of the decimal place. · Down: If you choose this option, numbers are always rounded down regardless of the value of the decimal place. |
| Precision | Use this column to enter the value of the decimal place used for rounding (e.g. 0.01). |
| Amount Added After | Use this column to enter the surcharge that will be added to the amount after rounding. |
You have created a rounding method.