Import / Update Gemstones & Models using data-sheets (Excel)

Valigara provides a flexible import/update interface for migrating inventory data from external spreadsheets., Sources like MS Excel, OpenOffice Calc, Google Sheets, and other 1-line-per-item sources can be integrated. 

Gemstones and Models can be imported as part of products datasheet, or individually. 

TABLE OF CONTENTS

• Import and Update:
  • 1. Select the operation
  • 2. Upload the data file
  • 3. Select Import Format
  • 4. Map the import fields 
  • 5. Click "Import" and check the results in the Batch.
• Import/Update as part of Product

Import and Update:

Gemstones:

• Go to Inventory -> Gemstones page
• Click System Actions -> Import/Update to import your data feed into Valigara.
• Mandatory fields for import: Gemstone Code, Gemstone Title, Gemstone Type

Models:

• Use the Inventory -> Models page
• Click Import/Update Models to import your data feed into Valigara
• Mandatory fields for import: Model Code, Model Title, Model Type

1. Select the operation

• "Import" to create new gemstones/models. When using this form, it is necessary to provide the minimal required information about your inventory.
• "Update" to adjust the data of existing gemstones/models. The update file can include any partial information about your products, f.i. pricing only, fancy colors only, etc. (requires only gemstone/model code).

2. Upload the data file

• Select the local data sheet
  • accepted formats: .xls, .xlsx, .csv and .txt (alias for csv)
  • maximum file size: 50 MB 
• Overwrite - define whether to overwrite existing data
  • when checked, gemstones/models' data will be overwritten by the data from the sheet
  • when unchecked, gemstones/models' data from the sheet will be added only to gemstones/models, which fields are currently blank
• Click Upload

IMPORTANT: Excel formatting (Format cells) and formulas are not supported. Before importing the file, please check that it contains only clear values.

3. Select Import Format

• If you have previously imported data from sheets with similar fields, select one of the existing Formats. 
• If the datasheet structure is new, select "New" format. 

4. Map the import fields 

For each field in the import file, assign the matching field in Valigara, in which the data will go to or create a new one. 

• Existing Valigara field - select from the drop-down
• New Field - this will create the new field under "Import" set in Additional fields
• Skip Field - the data in the specific column will be ignored

IMPORTANT: some fields are mandatory for models/gemstones import. Such fields are marked by "*" in drop-down of existing fields. E.g. "Model Code"

Optionally, after defining the relations between the data-sheet and the Valigara fields, you can save the existing data feed fields mapping as a new format, by clicking "Save Format"

5. Click "Import" and check the results in the Batch.

Import/Update as part of Product

The Products import/update can include Models and Gemstones data. This allows uploading all the product components from one datasheet in one operation. The upload can include new and existing items:

Gemstones:

• To import (create) new gemstones while uploading products
  • include all required gemstone fields
  • include any optional gemstone fields
• To use a gemstone that already exists in the system, in the new/updated products
  • include the Gemstone Code column in the file
  • place the existing Gemstone Code value for relevant products
• To use an existing gemstone in the new/updated products, and update the parameters of an existing gemstone at the same time
  • include the  Gemstone Code column in the file 
  • place the existing Gemstone Code value in relevant product(s)
  • place the fields you want to update, with updated values
• if multiple product lines have the same Gemstone Code with different values, the latest line value is taken

Models:

• To import(create) new models while uploading products 
  • include all required Model fields
  • include any optional Model fields
• To use a model which already exists in the system,in the new/updated products
  • include the Model Code column
  • place the existing Model Code value for relevant products
• To use an existing model in the new/updated products, and update the parameters of an existing model at the same time
  • include the  Model Code column
  • place the existing Model Code value in relevant product(s)
  • place the fields you want to update, with updated values
• if multiple product lines have the same Model Code with different values, the latest line value is taken

Use the Excel samples with demo gemstones ("Gemstones Import") and demo models ("Basic") in the Import/Update pages. See the formatting requirements for each field uploaded. Images are processed after the import is complete. Please allow some time for images to appear. As the import operation can be time consuming for 1000 items, start by importing a few items first. After verifying the import goes as expected, proceed with the whole data-sheet batch.