Import of master data and company data (data import)

To upload master data to the import center, one of the templates is selected first.

In the template, a file for upload can be selected and uploaded via the "Start import: Upload CSV file" tab.

Then click on "import" and the file moves to the queue. There are 2 different queues in the import center. It is possible to view the documents in the queue for a specific import template (*Select import template* → Start import: Upload CSV file → Queue). Also, all waiting documents of all import templates can be viewed by clicking on the Queue tab directly in the Import Center.

The whole process of import templates is status driven. The exact status flow looks like this:

In order to be able to import large files without server timeout, the file is processed in the background after clicking on "Import" and the message "Transfer import to process starter" appears.

Thus, the import does not take place until the process starter has restarted.

Under "Administration → Settings → System → Process starter → Search for import template", the interval and the last execution time can be checked:

Werden nur kleine Datenmengen importiert, kann der Prozessstarter auch deaktiviert werden, um den Import unmittelbar durchzuführen.

It is important to follow the correct settings when exporting, editing and saving the CSV file. Otherwise, format errors will occur, such as "?" in the values instead of umlauts.

Before editing the file:

When saving the CSV file

After making the changes and saving them as a CSV file, in the popup below, select "Edit filter settings". After that, in the next popup, keep the format and pay attention to the following values:

In order to correctly create customers in the CSV file, the following information must be observed.

Checklist for the CSV file:

Example of import template (for the import you have to use the following German column names. In brackets you will find the meaning in English):

1:kundennummer (customer number); 2:name (name); 3:typ (type); 4:strasse (street); 5:plz (zip); 6:ort (town); 7:telefon (telephone); 8:telefax (fax); 9:ustid (VAT ID); 10:land (country);

Sample content for the CSV file:

Proceed in the same way as for customers, but use the variable for 'supplier number' instead of the variable for 'customer number'.

If the customer number or the supplier number is to be assigned with the role when creating new addresses, at least the following information is required in the import file:

CSV file created for the import example:

You can preview the import.

The role is assigned in the address via the corresponding drop-down menu.

There is also the possibility to import contact persons in one piece. Here, the contact persons are assigned to a customer and displayed in a separate row in the CSV file (see CSV sample content below).

Checklist for the CSV file:

All fields without content will be set to default (e.g. country, language, etc.)

Example of import template: 1:supplier number; 2:name; 3:type; 4:email; 5:phone; 6:fax; 7:mobile; 8:street; 9:zip; 10:city; 11:department; 12:letter;

Example content for the CSV file: Here 2 customers with 2 contact persons each are imported to xentral.

The contact persons can be viewed under the address in the "Contact person" tab.

Addresses can also be created as leads via import.

Checklist for the CSV file:

Example import template:

1:name (name); 2:lead (lead); 3:ort (town);

Example content for the CSV file:

Anton Adler;1;Augsburg;

Berta Bussard;1;Berlin;

Catrin Cathlin;1;Cottbus;

To assign a sales address or a sales employee Y to all customers from a project X, it is sufficient to upload a CSV file in the master data import with the following columns:

The addresses can be exported in the first step. The export of the list of all customer numbers of a project is explained here.

Afterwards this file is edited and uploaded again in an import format. Relevant for the import are column 1 and column 3 (column 2 can be omitted if the customer number is unique in the system, otherwise the SystemID is the unique address ID): customernumbersystemidsales10000381000148100025810003781000498

The import template in this example might only have matching columns 1 and 3.

The upload of the CSV file is done via the tab " Start import: Upload CSV file".

Result: Sales address: The sales address is stored in the address master for the selected customers:

A shipping type Y is to be assigned to all customers.

For the shipping type, use the type designation under "Administration → Settings → Shipping methods":

Example table for shipping type:customernumbershippingtype10000express_dpd10001express_dpd10002express_dpd10003express_dpd10004express_dpd

Before importing a new shipping type into all customers, check the following: If shipping type A is stored in all customers and this is to be changed company-wide to shipping type B, the "module" can be changed from shipping type A to shipping type B directly in the shipping type. However, this should only be done if shipping type A is really to be eliminated completely. In this case of a module change, the shipping type ID is retained in the address, in the project and in all settings for logistics and changes to the new shipping type B.

For importing the taxation of customers you can work with the variable ust_befreit and use the following values:

If the address is a supplier and the taxation of liabilities should be imported on the right side under "Payment conditions at the supplier for orders", the variable is called umsatzsteuer_lieferant and the following values can be used:

To import articles correctly, the following points have to be considered:

Example for an import template: 1:number; 2:name_en; 3:item_description_en; 4:short_text_en; 5:internal_comment; 6:ean; 7:weight; 8:supplier_number; 9:supplier_purchase_net; 10:supplier_purchase_quantity; 11:sales_price1net;

12:sale_price1quantity; 13:stock_item; 14:stock_lot; 15:stock_quantity_total; 16:minimum_stock;

Example content for the CSV file:

200001;Racing bike Cross X;Racing bike Cross X recommended by racing professionals;Racing bike Cross X for professionals.;Our bestseller;1234567;3,5;300001;1300;1;1900;1;1;HL001A;3;2; 200002;Frame racing bike Cross X;Frame for the racing bike Cross X to assemble yourself.;Frame Cross X in green.;Sells well. ;1231234;2;300001;500;1;700;1;1;HL001A;5;3; 200003;Tires road bike Cross X;Tires for the road bike Cross X to mount yourself.;Tires Cross X 28 inch. 1231231;0,3;300003;10;1;30;1;1;HL001B;20;10; 200004;Saddle road bike Cross X;Saddle for the road bike Cross X to mount yourself.;Saddle Cross X in black.;12312312;0,2;300003;15;1;25;1;1;HL001B;10;3;

In order to create a bill of materials, the following points should be considered:

Checklist for CSV file:

Example of import template: 1:nummer; 2:stuecklistevonartikel; 3:stuecklistemenge;

The check mark in the main article for bill of material is automatically set by the import.

Example content for the CSV file:

Means in this example: A racing bike (item no. 200001) is composed of 1 x frame (item no. 200002), 2 x tires (item no. 200003), 1 x saddle (item no. 200004) All sub-items of a bill of material can also be sold separately.

If foreign numbers are to be imported for external sales platforms, this can be done using the internal article number in xentral and the external number, e.g. Amazon SKU. So via CSV import the relationship between internal and external number can be established.

The import template would look like this: 1:nummer; 2:fremdnummerX_shopid;

Enclosed is an example of a foreign number import:

The .csv file with the foreign number was defined as follows, the order of the columns can be chosen as desired, as with every import:

The import template looks like this:

The foreign number is then stored in the product.

Find out the store ID:

For the store ID click in the store interface under Administration → Shop interface → Overview of the relevant store.

Checklist for the CSV file:

Mandatory fields: number and property1name / property1nameunique and property1value / property1valueunique.

All articles have been created before via the article import and have the correct article number

Here there are 2 variants for the variables.

Variant1: Do not overwrite properties propertyname1 - propertyname20

Properties with the same name will not be overwritten. Example: 2 properties with the name "color" can be stored, e.g. color = green and color = blue.

Variant2: Overwrite properties propertynameunique1 - propertynameunique20

Properties with the same name will be overwritten. Ex: If properties with the name "Color" are imported 2 x in a row, then the first property value will be overwritten.

Variant1

Example of an import template:

1:number; 2:propertyname1; 3:propertyvalue1; 4:propertyname2; 5:propertyvalue2; 6:propertyname3; 7:propertyvalue3;

Sample content for the CSV file:

In this case there are 3 properties after the import. E.g. for article 200001 there are the properties Color: Green, Color: Blue and Size: M.

Variant2

Example of an import template:

1:number; 2:propertynameunique1; 3:propertyvalue1; 4:propertynameunique2; 5:propertyvalue2; 6:propertynameunique3; 7:propertyvalue3;

Sample content for the CSV file:

In this case there are only 2 properties after the import. For example, for article 200001, there are the properties color: blue and size: M

Variant with translations

Example of import template:

1:number; 2:propertyname1; 3:propertyvalue1; 4:propertyname1_fr; 5:propertyvalue1_fr;

Example content for the CSV file:

In this case, the property with the translation is created for each article, e.g. the article 700001 has the property Color: White and in addition the French translation of the property Couleur: Blanc.

Properties

Various properties for export can be specified in the settings.

Stock

Parts list

Purchase price

Selling price

Batch & Best Before Date (BBD)

A complete list of import variables can be found in xentral within the import template.

With the import of purchase prices, supplier lists can be loaded in that have the manufacturer number included instead of the article number.

Checklist for the CSV file:

Example for an import template: 1:manufacturer number; 2:supplier number; 3:supplier purchase net; 4:supplier purchase quantity; 5:supplier purchase currency; 6:supplier purchase net2; 7:supplier purchase quantity2; 8:supplier purchase currency2;

Sample content for the CSV file:

Products can be created with a quick import with an existing number or a new number from a number range. If articles are to be maintained manually, it is sufficient to enter the product number, the product description and, if necessary, to set the stock hook via Stock item → Product, which is in stock in the warehouse: The following fields are useful here, depending on which article levels are to be managed:

If there are no product numbers and these are to be newly assigned consecutively, "NEW" can be entered in the column of the product number. Alternatively, the first number can be entered directly in the table program and the consecutive numbers can be dragged down in the column. This means that they are already available for import into the table.

Example of import template: 1:number; 2:name_en; 3:project; 4:item category; 5:stock item;

Sales prices can be imported directly to existing part numbers in another import. The most important fields are the following:

Scale prices can also be imported for an item (e.g. 1, 10, 100, 1000). If you want to assign a validity date when importing a new price, please make sure that the date format in the CSV file must be yyyy-mm-dd. Since, depending on the program, this format is often automatically overwritten when creating the CSV file, you should change the formatting to "Text".

Example of an import template: 1:number; 2:saleprice1netto; 3:saleprice1quantity; 4:saleprice2netto; 5:saleprice2quantity; 6:saleprice3netto; 7:saleprice3quantity; 8:saleprice4netto; 9:saleprice4quantity;

Purchase prices can be imported in another import as well on existing part numbers. The most important fields are the following:

Example of an import template: 1:number; 2:supplier number; 3:supplier purchase net; 4:supplier purchase quantity; 5:supplier order number;

If an item is to be purchasable from all suppliers, the "Purchase from all suppliers" checkbox must be set in the item. A price will not be imported in this case.

The following product data can also be imported later in a post-import, for example. An immediate import would be possible in step 1:

Basically all properties of a product can be overwritten, for which variables are available in the import center. It is necessary here that the number is specified as a reference. Otherwise there will be no update, but only a new article creation.

Example for an import template: 1:number; 3:article_description_en; 4:short_text_en; 5:internal_comment; 6:ean; 7:weight; 14:stock_space; 15:stock_quantity_total; 16:minimum_stock;

The following is an example of group prices:

Example of import template: 1:number; 2:saleprice1net; 3:saleprice1quantity; 4:saleprice1group; 5:saleprice2net; 6:saleprice2quantity; 7:saleprice2group; 8:saleprice3net; 9:saleprice3quantity; 10:saleprice3group;

The overview of the own time recording can be like this:

Notes can also be imported to xentral.

Checklist for the CSV file:

Example import template: 1:date; 2:time; 3:customer number; 4:employee number; 5:concern; 6:text;

Example content for CSV file:

01/25/2017;14:00;10000;90000;Customer called about quote;Asked again about last quote;

13.01.2017;10:30;10001;90006;

Inquired with development;Status of new feature in development: completion in KW2;

After the import, the follow-ups can be viewed under Master data → Addresses → Correspondence → Notes.

The following variables are the most important import variables for item commissions:

Note: If any changes are made to the commissions via import, it is necessary to delete all previous commissions.