1.1Import Manager
The Import Manager gives you the ability to import multiple items, customers, or vendors from a spread sheet document. The Import Manager is simple to use, and imports all the correct information into the corresponding fields on the Item, Customer, or Vendor Card.
Creating the Spreadsheet Document
Creating the spread sheet is simple. You will take the fields listed in the Import Manager, and enter the information that corresponds to those fields. You have the option of adding headers to the spreadsheet, but this is not mandatory.
NOTE: |
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You cannot leave blank columns in the spreadsheet. Doing so will cause an incomplete import of information. You do not have to use every field available. If you do not want to use a field, skip it in the spreadsheet. |
When you save the spreadsheet, it must be saved in .xls format.
Browsing for the Document
Once you have a spreadsheet created for the information being imported, you will enter the spreadsheet information into the Import Manager. To open the Import Manager, go to the Navigator, select Administration, and open Import Manager.
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First you will need to select the type of import you are doing.
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Select between Items, Vendors, or Customers.
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Next you will browse for the spreadsheet. Select the Browse button.
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Locate the file on your computer.
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When you have found and entered the spreadsheet, the first row of each column will be listed in the column below the Browse button.
NOTE: |
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If you have included Headers in your spreadsheet, they will show in the column. Make sure you check the check box that says, “First Row is Header Row." |
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If you are not using headers in your spreadsheet, the list of fields will be listed.
Mapping the Fields
After you have browsed and entered the spreadsheet information, you will need to map the information to the correct fields on the card.
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First you will highlight the first field in the list of columns from the spreadsheet.
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Then highlight the corresponding field from the list with the fields from the Item Card.
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Once both fields are highlighted, you can either select the Add to Map button, or you can double click on the column field from the spreadsheet.
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The information will be mapped to the field from the Item Card.
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Continue highlighting and mapping the fields. When you come to a field on the Item Card that you did not enter in your spreadsheet, simply skip the field.
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If you try to map a column field from the spreadsheet to a field on the Item Card that already has a field assigned, a warning will appear asking if you would like to change the column to the new field, or leave the old field that has already been mapped. Select Yes or No.
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If you need to delete a column field that has already been assigned to a field from the Item Card, simply double click on the field from the Item Card and the information will disappear as soon as you move off the field.
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Once you have mapped all the column fields from the spreadsheet to the fields from the Item Card you are ready to finish the import.
Adding Static Text
While importing, if you want to assign information to a field that you did not enter in your spreadsheet, you are able to use the Static Text Field.
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Highlight the field from the Item Card that you want to add the text to.
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Type the text in the Add Static Text field.
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Select the Add Static Text button and it will be added to the highlighted field.
NOTE: |
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If you have multiple rows on the spreadsheet and you enter static text, the information you enter as static text will appear on all the cards for every row in the spreadsheet. |
Completing the Import
When all the fields are correctly mapped and any static text is added, select the Do Import button to finish importing.
When the import is complete, a window will open letting you know it is complete.
Checking the Item Card, Vendor Card or Customer Card
After you have completed the import, you need to check the card to make sure everything imported correctly. In this example, items were imported so to check the import we will check the Item Card.
The items entered on your spreadsheet should each have their own Item Card with the correct information in the correct fields.
Importing Item Images
This feature will allow you to do a mass upload of Item images. You just need a folder on your computer with images, where the name of the image matches the Item SKU. For example, with SKU '1015' you would need a file named '1015.png' or '1015.jpg'.
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Click 'Browse' and locate and choose the folder of images on your computer.
Figure 1-1Screen Shot 2014-06-10 at 3.12.22 PM
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You will see the list of Images found in the folder. Click 'Do Import' to begin the image import.
Figure 1-2Screen Shot 2014-06-10 at 3.15.39 PM
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Check the Item card for the new imported image.
Figure 1-3Screen Shot 2014-06-10 at 3.20.10 PM
Purchase Order Import
The Purchase Order Import allows you to import multiple Purchase Orders from one spreadsheet. When you create a Purchase Order within EVO, you will notice that there is 'Header' information and 'Line' information. The header information is only on the PO once, such as the Vendor. However, there are typically many lines for one PO, such as the Items.
Figure 1-4Screen Shot 2015-09-21 at 1.31.51 PM
The Purchase Order Import will allow for the Header and Lines to be imported, but since there are many lines to one header, the header information will need to be repeated for each related line.
Figure 1-5Screen Shot 2015-09-21 at 1.10.51 PM
Below is a very simple example spreadsheet showing an import of two Purchase Orders. It is showing the minimal amount of columns needed to successfully import.
Figure 1-6Screen Shot 2015-09-21 at 1.44.48 PM
In this example, there are two POs (PO1, PO2) and they each have four items and the header info is repeated for each line.
Open = This will leave the PO Open.
Post = Post the PO. This will leave it as a Working PO.
Receive = Post & Receive the PO. This will leave a Closed PO and Closed RL.
Invoice Import
The Invoice Import allows you to import multiple Invoices from one spreadsheet. When you create an Invoice within EVO, you will notice that there is 'Header' information and 'Line' information. The header information is only on the Invoice once, such as the Customer. However, there are typically many lines for one Invoice, such as the Items.
Figure 1-7Screen Shot 2015-09-21 at 2.32.28 PM
The Invoice Import will allow for the Header and Lines to be imported, but since there are many lines to one header, the header information will need to be repeated for each related line.
Figure 1-8Screen Shot 2015-09-21 at 2.35.39 PM
Below is a very simple example spreadsheet showing an import of two Invoices. It is showing the minimal amount of columns needed to successfully import.
Figure 1-9Screen Shot 2015-09-21 at 2.08.22 PM
In this example, there are two Invoices (INV1, INV2) and they each have four items and the header info is repeated for each line.
Cash
Check
Other1
Other2
Other3
On Acct.
If there is not a valid Payment Method supplied, the Invoice will be left Open.
Sale
Return
Labor
Payment/Acct
Misc
Comment
Noncmt
Auto Importing
This feature allows users who import frequently to automate the process. You will set up a specific folder where you will drop properly formatted excel files which will then be imported into EVO. The name of the file will determine the import type and we assume the first row is a column header where the names are set to match EVO's import headers.
Accepted file name keywords:
items
vendors
customers
invoices
purchaseorders
itemcomponents
receiveworkingpo
2. If multiple file types are added to the import folder, EVO will import them in the following order/priority: Vendors, Items & Customers, Item Components, Invoices & Purchase Orders, Receive Working PO.
Command Line Usage Examples
The examples below will assume that you have the import hot folder on your desktop named "Import". The following commands are to be ran using the Terminal or Command Prompt application on your Mac or Windows computer.
- Mac:
cd "/Applications/POSIM EVO.app/Contents/Java/" && ./java -jar Juniper.jar --import ~/Desktop/Import- Windows:
cd "\Program Files\POSIM EVO" & "java\bin\java.exe" -jar Juniper.jar --import "%HOMEPATH%\Desktop\Import"
When this program is ran, it will look for excel files in the Import folder and begin attempting to import them. As long as the filenames have the proper keyword and the header row matches the import headers, it will successfully import. Files will be marked while they import, if there are errors the file name will change to indicate an error, if there are no errors the file will be moved to an "archived" folder.
1.2Style Converter
The Style Converter is a tool that takes regular items that have Style, Row and Column fields and groups them together as style cards to create Style members with a Style Master card. The Style Member and Style Master cards have a parent/child relationship in which all the style members of a particular style are linked to the coordinating Style Master card.
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Item cards must exist before converting the item cards to a style. If the item card does not exist in the system, then you can either create item cards manually or create item cards using the import manager. Items will be grouped together based on the Style field entered on the item card. Verify that your Style fields are correct on item cards before using the Style Converter. The items need to have the correct Row/Column information for their size/color. If all three fields of the following fields are not entered on an item card, it will not be converted into a style member: Style, Row AND Column.
Figure 1-10Screen shot 2014-05-08 at 9.24.38 AM
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On the POSIM Navigator bar go to Administration > Utilities > Style converter. The available Styles will be located in the left-hand column.
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Inside the left-hand column, all possible styles to convert will be listed. Double-click on each style that you want to convert or use the ‘Copy all’ button to move all available styles to the Selected Styles in the right-hand column. As Available Styles are selected from the left -hand column, you will see the styles listed under the Selected Styles column on the right-hand side.
Figure 1-11Screen shot 2014-05-08 at 9.26.24 AM
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Click Covert Selected.
Figure 1-12Screen shot 2014-05-08 at 9.27.22 AM
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If any errors were found while trying to convert styles, a pop up message will appear.
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Once the Styles have been created the following message will appear.
Figure 1-13Screen shot 2014-05-08 at 9.29.26 AM
1.3Remote Sales
Remote Sales gives you the ability to make sales away from your regular retail store. This is commonly used for trade shows or off site booths.
General Overview of Remote Sales
Remote Sales allows you to keep your retail store open, but take a copy of your database on a portable computer to an event so you can make sales at both locations. Here is a general overview of the remote process.
1. Verify the sales tax rates that will be charged at the off site event. If the sales tax rate at the off site event is different from the sales tax rate in the store, you will need to add a new tax district in General Preferences with the tax setup for the off site event BEFORE proceeding with Step 2.
2. Take a backup of your live database. See Database Management for instructions.
3. Install POSIM EVO as a server on the computer you are taking to the event. See Knowledge Base for instructions.
4. Restore the database you backed up in step 1 on the event computer. See Database Management for instructions.
5. Setup Hardware on the event computer. See Knowledge Base for instructions.
6. Make sales like normal throughout the event.
7. Export the sales at the end of the event. See Exporting Sales for instructions.
8. Transfer the exported file to your live server at your retail location. See Exporting Sales for instructions.
9. Import the sales from the event on your live server. See Importing Sales for instructions.
Supported Transaction for Remote Sales
The following lists provide which Transactions the Remote Sales module supports.
Supported Transactions
Sale
Return
Labor
Misc
Subtotal
Comment
NonCmt
Payment on Account
Events
Non-Supported Transactions
Return to Vendor
Special Order
Layaway
Drop Ship
Gift Cards
All Payment Methods are supported
Cash
Check
Visa
Master Card
American Express
Discover
On Account
Gift Card
Debit
Other 1
Other 2
Other 3
Supported Customer Card Fields For Remote Sales
If a new customer record is created in the remote database, that customer record will also be created in your live database. The following list provides which fields, from the Customer Card, the Remote Sales module supports.
Customer ID
Membership ID
Bill To / Ship To:
First, M, Last Name
Company Name
Address 1 and 2
City
State
Zip Code
Country
Phone Number
Email
Reward Points
Contacts
Exporting Sales
When you are finished making sales at the remote event you will need to export the sales out so they can be imported back into your live database.
1
Open Remote Sales. (Navigator > Administration > Remote Sales)
Figure 1-14Screen Shot 2017-10-11 at 9.03.29 AM
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Click on the Export tab of the window. Then you will need to choose either the Date Range or the Invoice ID range to export. Then fill out the From/To boxes with either the Dates or Invoice IDs.
Figure 1-15Screen Shot 2017-10-11 at 9.05.29 AM
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When you input the From/To range and the "Invoices to Export" window will fill with a list of closed invoices found during that range.
Figure 1-16Screen Shot 2017-10-11 at 9.05.29 AM
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If there were any invoices that used an unsupported transaction or payment method they will be listed by clicking the "Discarded" button.
Figure 1-17Screen Shot 2017-10-11 at 9.05.29 AM
When you click that button you will see the following window open which will explain why an invoice was discarded. Any discarded invoices will need to be manually added to the Live POSIM database.
Figure 1-18Screen Shot 2017-10-11 at 9.08.08 AM
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When you are ready to export the sales you will click the "Export" button.
Figure 1-19Screen Shot 2017-10-11 at 9.09.14 AM
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When the "Export" button is clicked you will see the following window asking where to save the exported file.
Figure 1-20Screen Shot 2017-10-11 at 9.10.16 AM
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Choose the location on your computer and press Save.
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You will now need to transfer this file to your live POSIM Server. When you get the file to your live POSIM Server you will Import the sales.
Importing Sales
Once you have Remote Sales file exported and transferred to the Live Server Computer you are now ready to import those sales into your Live Database.
1
Open Remote Sales. (Navigator > Administration > Remote Sales)
Figure 1-21Screen Shot 2017-10-11 at 9.11.06 AM
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Click on the Import tab on this window. Then you will need to click on "Choose Import File" to select the file that was exported from Remote Sales at the Event.
Figure 1-22Screen Shot 2017-10-11 at 9.11.06 AM
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When you click "Choose Import File" you will be asked to locate on your computer the file that was previously exported.
Figure 1-23Screen Shot 2017-10-11 at 9.14.56 AM
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When you locate and select the file you will then press Open and it will populate the "Invoices to Import" section.
Figure 1-24Screen Shot 2017-10-11 at 9.21.13 AM
This list will show the Invoice ID, Date & Time, Invoice Total, Conflicting Invoice ID, and Errors. As you can see in the above screenshot, Invoice 'CI001861' already exists as a closed invoice in the Live Database.
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To resolve a conflicting invoice ID you use the "Append" feature. Append allows you to add an additional character to the end of the Invoice ID which would allow it to import.
Figure 1-25Screen Shot 2017-10-11 at 9.23.29 AM
Type a character in the Append box and choose if you want to apply the append to Conflicts Only or All IDs. You will see that invoice 'CI001861' is now 'CI001861RS' and there is no longer an error.
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Type in the "Invoice Division."
Figure 1-26Screen Shot 2017-10-11 at 9.23.29 AM
The Invoice Division will auto fill the Division field on the invoice. This will allow you to run a sales report grouped and sub-totaled by the event sales.
for instructions on adding/editing Invoice Divisions.7
You are now ready to import the sales. Click the "Import" button to begin.
Figure 1-27Screen Shot 2017-10-11 at 9.23.29 AM
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A message will appear recommending a backup of the database.
Figure 1-28Screen Shot 2017-10-11 at 9.28.07 AM
To take a backup before importing remote sales, select Backup Now. Once the backup has completed, the remote sales invoices will be imported.
To continue importing remote sales invoices without taking a backup, select Not Now.
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When the import is complete you will see a message informing you that the import finished.
Figure 1-29Screen Shot 2017-10-11 at 9.31.37 AM
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At this point you could verify the import was successful by checking the Closed Invoices and running a Sales Report.
1.4Label Queue
The Label Queue is a shortcut to manage the printing of your labels.
Figure 1-30Label Queue
1.5Customer Merge
The Merge Customer utility is a tool that can be used to identify potential customer records that exist in the database and take action to merge and clean up customer records.
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Open the Customer Merge utility. (Navigator > Administration > Customer Merge)
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Select any of the fields of the customer card to compare information when finding duplicates. Options include: Company Name, Name, Address, Phone and Email.
Figure 1-31Screen Shot 2016-09-20 at 11.39.32 AM
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Choose the sort option for the customer record you want to keep, this will determine the order in which the duplicate results are shown. Sort options include: Created (older), Created (newer), Updated (older), Created (newer), Last Purchased (older), and Last purchased (newer).
Figure 1-32Screen Shot 2016-09-20 at 1.25.42 PM
Example: Often times new customer records might be created without knowing that a customer record already existed. The store may want to keep the oldest record and merge/remove the newer record. In this case, select Created (Older) as the sort option. When the records are merged together, the older record will remain in the system and the newer record will be removed.
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Once fields have been selected and a sort order has been chosen, select Find Duplicates. A bar will be displayed as customer records are being searched for duplicate records.
Figure 1-33Screen Shot 2016-09-20 at 1.26.54 PM
When the search is complete, a window will open showing the total number of duplicates found at the top.
Figure 1-34Screen Shot 2016-09-20 at 1.27.36 PM
The utility will display both customer records side by side to compare customer the following details: Customer ID, Company Name, Name, Address 1, Address 2, City, State, Zip, Phone 1, Phone 2, Phone 3, Email 1, Email 2, Date Created, Last Updated and Last Purchased.
By default, the customer record shown on the left will show the customer record that will be kept when customer records are merged. The customer record on the right will show the customer record that will be removed. To manually switch the order of the customer records, select the SWAP button located in the center of the window and the customer records will be switched instantly.
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Select Merge Customer to begin the process of merging the two customer records. A message will appear recommending a backup of the database.
Figure 1-35Screen Shot 2016-09-20 at 1.30.14 PM
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To take a backup before merging customer records, select Backup Now. Once the backup has completed, the two customer records will automatically be merged.
To continue merging without taking a backup, select Not Now.
As each customer record is merged, the number of duplicates displayed at the top of the utility will advance to the next pair of records to compare.
Figure 1-36Screen Shot 2016-09-20 at 1.32.20 PM
If there are two customer records that should not be merged together, select Skip Customer. No changes will be made to either customer record and the utility will advance to the next records to compare.
A list of the merged customer ID’s can be exported and saved for reference. Select Export Merged List, specify a location to save the file, and select Save. When the file has been exported, a message will appear “File Exported.”
Figure 1-37Screen Shot 2016-09-20 at 1.35.59 PM