Import Suppliers

Access via:  > Suppliers > Import

Skip to:  ||  Overview  ||  Preparing Data  || Uploading Data File  ||  Mapping Fields  ||  Setting Options  ||  Confirm/Finish  ||

You can import data from a tab-delimited text file directly into the Suppliers database for your account.

Importing Suppliers – Overview

To use the Import Suppliers Wizard, follow these steps:

1. Log on to Certain .as a System Administrator user.

2. Click the top left menu  , and select SUPPLIERS

3. Clilck Import

4. Upload an external data file to the server.

5. Map the columns of the data file to those of the suppliers database.

6. Preview the data upload.

We recommend that you perform a sample data import before completing a full import. This will help ensure that your data will be imported the way you want.

Preparing Your Data File for Import

Before you begin the import, it is crucial that you prepare your data file:

• Ensure that your file contains only tab-delimited text.
  Most major software applications have an option to save data in tab-delimited text format. For example, when saving a spreadsheet in Excel, select "save as" – "Tab-delimited text (*.txt)".
  Note: The data file must have a .txt extension to import into Certain.

• Header Row: The first row must be column names. You will use these when mapping the fields.

• The import file must include the required fields,  Name and Unique Code.

• Keep in mind that text conversion may be required.
  For instance, if your data is in uppercase, that's how it will show up in Certain. For example "HOTEL." will remain "HOTEL", not transform to "Hotel"
  You may need to use Excel or another program to correct formatting, so that it will look the way you want it to in Certain, before performing your import.

• Note:  State and Country must match the values you could select if entering data manually, and are case sensitive in the import.
  For example, "California" would import successfully, but "california" wouldn't.

• Delete any information that you do not want to import. Most data is organized in columns. Delete any columns that are unnecessary for your import.

• Make sure that data matches the format expected in Certain. For example, Certain uses a single Postal Code field, whereas some supplier data sets may contain a separate field for the four-digit zip code extension.

Uploading the Data File

In order to start the import process and upload your data file:

1. Go to   > Suppliers, and click Import. The Suppliers Import Wizard opens.
   
   Note: The Import option is only visible to Administrator users.

2. Click Next.

3. Click Browse to locate the file you'd like to import into Certain.

4. Select the file and click Open.

5. Select the action to take if the file being uploaded has the same name as an existing file:
   • Don't upload
   • Overwrite existing file
   • Upload and re-name the file

6. Click Upload File to begin the import.
   This process may take a few minutes, depending on the size of the import file.

Mapping Import Data Fields

Map the data fields to import:

1. Select the file from the list of uploaded files.

2. Click Preview 1st Row to see a preview of the data in the first row of the selected file.

3. In the Fields to Import list, select any fields you do not have in your import file, and click «.to move them left into the Fields Available for Supplier list.

4. In the Fields Available for Supplier list, select any fields you do want to import, and have in your import file, and click ».to move them right into the Fields to Import list.

5. The Fields to Import list should now consist of all the fields that you want to import.

6. Reorder those fields (using the Top / Up and Bottom / Down buttons) until the Fields to Import matches the order of the columns in the Columns in Data File list.

7. Click Next.

Setting Data Import Options

• Supplier Type  – Select the Supplier Type to assign to the imported records: Brand, Chain, Venue, or Other.

• First row containing data – The default of "2" assume that the first row is a header row of column names. Enter 1 if the data has no headers.

• Maximum number of rows to import – The default is all rows in the file. Enter a lower number if you don't want to import all of the data.

Confirming Import and Finishing Import Process

1. Click Next.

2. Review the information in the Confirm Upload Parameters dialog box.
   If any information is  incorrect, click Back and rectify the errors.
   If the information appears correct, click Finish.

3. Click OK when you are ready to import the suppliers.

4. Certain uploads the file from your computer and maps the supplier data as specified.

5. The import process may take a few minutes, depending on the size of the import file.
   Caution: Do not refresh or resubmit the page during the upload process.

6. Click Finish to return to Certain.

7. Click OK in the confirmation dialog box.