Import Items

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Before importing Items into Jim2, the data must be prepared first. The following explains the Jim2 Items fields.

 

Create a spreadsheet based on the table below.

 

Quality

It is very important to get the data right at this stage – the correct spelling, the look required, all the records verified. It is a lot easier and quicker to amend it now in a spreadsheet than later when it is in database form.

 

Field

Description/Use

Data Type

# of Chars

Example

ItemCode

The Jim2 Item code

String

25

MS.INTERNET

Make

Item Make

String

15

N/A

Model

Item Model

String

15

N/A

Type

Not used

String

N/A

Leave blank

Item Description

Description of Item

String

25

Managed Internet Billing

MachineType

Mono or colour

String

10

N/A

Job Type

Sale or Service job type

String

10

Service

Show Serial

Show/hide serial number

Boolean

T/F

T

Serial Required

Serial number required

Boolean

T/F

T

Serial Type

Leave blank or assign job#

String

25

Leave Blank

Display Invoice Description

Display/hide invoice description

Boolean

T/F

T

Invoice Description Required

Invoice description is/not required

Boolean

T/F

T

Default Name

Enter a default username

String

10

Enter user card code

Default Name Only

Only allow the default name user

Boolean

T/F

T

Report Levels 1 to 5

Enter Report Level

String

30 for each level

IT customers

 

Tip

When entering numbers that have a leading zero in some columns, to ensure Excel does not trim off the zeroes, set the column format to Text or add an apostrophe (') prior to the 0.

 

Save the template as a spreadsheet file (XLSX) and close the spreadsheet.

 

warning1

Always test importing data in the Training database first!

 

It is best when doing the import (for speed and good database practice) to choose a reasonably quick machine/server and not have users actually logged on to the database. It is not necessary to log all users out, however.

 

importdata

 

On the ribbon, go to Tools > Import Data.

 

itemsdestination

 

Select Item for the import destination, then click Next.

 

Info

If you receive a warning stating Too many columns, copy only populated cells into a new spreadsheet and try again.

 

Choose the spreadsheet file created, then click Open source file. Click Next and the Map fields screen will display.

 

itemmap

 

Map Source Field Name to Destination Field Name as above. Click Next, then Load data to grid from source.

 

loaditemdata

 

If data has been entered and mapped correctly, a confirmation that the data test was successful will appear.

 

Click Next, then Import Data and Close. You will not be able to proceed unless the data test has been successful.

 

If Don't update existing records is ticked, any records found that match will not be updated.

 

itemimportfinish

 

Further information

Preparing CardFiles

Import CardFiles

Preparing Stock

Import Stock

Import Contacts

Import Non Report Groups

Import Opening Balances