Inzant Bulk Edit Process (Import from Excel files)

Inzant Bulk Edit Process (Import from Excel files)

Overview

If you have the data export/import process enabled on your system (you can check this by getting in touch with Inzant support), then you will be able to export your entire list of the data associated with the entity you wish to edit into an Excel file, perform as many edits as required and then reimport the data back into Inzant. There is a significant time saving involved with this process, particularly if you need to make numerous modifications at once (which can be time consuming to do using the web client). It i soften much easier to visualise bulk changes in an excel format as well where you can filter the data.
We support Bulk Edits for much of the data in the system, including the following. If you have a requirement and cannot see the option in your system please contact us to discuss your needs.
  1. Products
  2. Retailers
  3. Contacts
  4. Pricing Rules
  5. Sales Orders
  6. Favourite Lists
  7. Web Ordering Rules
If you find you need assistance with the process, you can always contact support.

Exporting Current Data

To begin,
  1. Login to the Inzant Sales Management Portal
  2. Navigate to the "Reports" section.
  3. Expand the "Export Reports" folder
  4. Select the report related to the data you need to edit (We generally provide an Active Data report and an All Data report, for instance "All Product Export" and "Active Products Export").
  5. Click on the edit icon (Pencil) to open the report.



Dpending on the report type you may have the option of filtering the report to a limited number of items that you are interested in editing.
  1. Apply any filters as required. If you do not apply any filters relevant items will be selected.
  2. Click the "Export" button
  3. Click on Microsoft Excel (.xls or .xlsx).
We recommend .xlsx as this is the latest Excel format and allows more columns and rows of data.




This will download the excel file. Once downloaded you will be able to open and commence making edits to the file. At this stage it is good to save a copy of the unedited Excel product file to give you a "backup" of the previous configuration - this is highly advised.

There are some important considerations when editing the files.
  1. Never delete a column as this will cause a misalignment of the data when imported.
    1. You can hide columns to make the sheet easier to work with if necessary
  2. The first column is used to match the row data when importing
    1. It will contain a value for existing information in the system - do not change this value
    2. If you want to create a new item, leave this field blank, the system will then create a new item.
  3. We recommend removing rows that do not need to be imported - thus only submitting changes
    1. please be careful to delete complete rows so data doesn't get misaligned.
  4. When entering new items we recommend tacking onto the end of existing data so you can see the format required rather than starting from a clean sheet.
  5. You can safely use Excel Filters to make working with the sheet easier, however be cautious when copy pasting with filters applied as it can paste into the rows that are filtered from view causing a misalignment in the data.
  6. When you have completed editing the data, we recommend saving it as a new Excel sheet. So the preference is to have:
    1. The original sheet that was exported (giving the means to revert if something is wrong with the changes)
    2. The sheet with the completed changes, in case you find more changes are required.
NOTE: Please note these two issues carefully as they will cause issues if ignored
  1. If you import some new items and then realise you need to change something on the new items DO NOT make the changes in the file already imported because the first column (ID) will be empty and if you import it again it will create new items and cause duplicates. You should export the data again so you have the correct link number in the first column.
  2. If you need to reopen the File to make further changes (existing products), DO NOT open the CSV file as CSV's opened in excel can drop leading zeros in account numbers and also change the format of barcodes. This is why we recommend saving a copy of the spreadsheet in Excel format when the edits are complete, these files can be opened fine.
Upon the edits being complete, you will need to save the excel file as a CSV file (comma delimited) UNLESS WE ADVISE DIFFERENTLY.



When you have the new CSV version of the file you are ready to import it.

Importing via the Entity Search Screen

To upload the file into the system, open the Search screen in the Management Portal.
In the example below we are showing the Product Search screen, however you would use the Search Screen for the entity type you are importing.
  1. Click on the Ellipsis button (...)
  2. Select "Product Import".


  1. In the popup window select the import type you want to run (if you only have one import type setup it will be automatically selected in the dropdown list).
  2. Click Upload and select the file to upload.



That is all you need to do. You should receive notification shortly afterwards when the import is complete.

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