Importing data step by step

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Importing data step by step

» Available only in Dotypos FULL and higher. «

This chapter will show you a sample import of products using Dotypos Cloud, step by step. With this guide you can perform imports on your own. This guide is meant for customers who do not have any products in the cash register yet. So, typically you can use it when filling out the cash register for the first time with new items.

 
Important notes

When importing new products into the cash register, each product receives a unique number (productId). This number is used for further updates of the identical record. So, if you export the imported products from the cash register and in the file you change the preferences of the product with the productId 6351216842362154, these product adjustments will be transferred to the cash register during the next import. The existing productId allows the cash register to recognize it as an existing product. If you delete the value in the column productId, a new product will be added to the cash register.

If you edit the .csv file with existing products from the cash register using the Excel application, you have to set the value of the column productId to Text and save the file. Otherwise, Excel may treat the data in this column as numbers and adjust them automatically. That would change the unique identifier of the product and the file could not be imported back after modification. To see the correct process please see this chapter.

Do not erase the unused columns, just delete their contents without headings containing the column name.

You can verify the properly prepared .csv file with data by opening it in a notepad.

If products in the cash register contain any incorrect data after the import, do not delete these products. Just export the products from the cash register and correct the data in the file, then import it again. The productId allows you to adjust product preferences.

The modified file must contain data at least in the required items (columns), otherwise it cannot be loaded into the cash register. These columns must not be empty. The description of individual items (columns) in the file for import, including the required ones, can be found in the chapter Importing products.

We recommend using a semicolon as a separator in the .csv file, so you do not have to check whether prices are in 24.00 or 24,00 format. By default, Excel uses the semicolon as a separator.

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Let’s import the products

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Log into Dotypos Cloud and go to LISTS » PRODUCTS. In the top right corner of the page, click on the button Import and on the link sablona.csv to download the template to the computer.

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Open the file sablona.csv in spreadsheet (Excel 2016, in this case). After opening, you will see only text information in lines not divided into cells. Dividing the information into individual cells (columns) makes editing more comfortable. This can be done with the guide offered in Excel. The data between semicolons will be separated into columns. Highlight both lines with text and go to Data, where you select Text into columns.

Another possibility is to import the file directly using this wizard, and the instructions can be found in the chapter How to format cells correctly.

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The wizard for converting text into columns opens. Firstly, leave the selected option Separator unchanged and continue. Select separation by commas and leave the general format of cells. Once you finish the wizard using the button Finish, the individual items will be separated into columns. This way you have a properly prepared file for editing and you can start to add individual items. During adjustments, leave the heading (column names) in the table, i.e. start with the second line and rewrite it. The information in it is just a sample.

The description of individual items (columns) in the file for import can be found in the chapter Importing products.

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Once you fill the file out with data, save it in the same format (.csv). You can verify the properly prepared file by opening it in a notepad, where you will see the comma-separated text with diacritics and numbers without errors.

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Now go back to the web interface of Dotypos Cloud and at the page for the import set the encoding Windows 1250. This encoding was used by Excel for the saved file. Use the button Select... to select the saved file. In our case, it is the file produkty.csv. Finally, use the button Upload to load the file into Dotypos Cloud.

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After synchronization, the new products will appear also in the cash register.

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Importing into typical establishments

Import for typical establishments allows you to import a prepared list of common items for various types of establishments (drugstore, tobacco shop, convenience store, etc.).

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Select the List (Products, Categories, Customers etc.) for which you want to use the template with items filled in advance that are commonly used in an establishment. Then click on the button Import 01.

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Then select the option Importing products into typical establishments.

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Here, select the type of establishment that is the most similar to yours. The option Download allows you to download the .csv file with sample products that can then be adjusted and imported back. Use the option Import to import the sample products directly to the warehouse.

We recommend downloading a file with common products, when necessary adjusting for your establishment prior to importing into the cash register. Then import it directly into the cash register once it has been checked.

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For products supplied by PEAL, Quanto and Čas you can perform a batch stock in from a file.

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