Working with imports from suppliers
Imports are easy to use tool, which brings data into Microsoft Dynamics Business Central. The generic import contains these steps:
- Create a mapping where you define how the file will be imported.
- Create a partner where you define the supplier and relations between incoming data and your data.
- Create an import for each file, it uses predefined mapping and partners to import the data correctly.
To define a new import we will offer several predefined types, like Excel, BMECat, DataNorm or custom. Most of these types are defined in additional extensions.
The most common and well-known format is Microsoft Excel. Excel is the most generic format compared to other types. So you need to define a mapping for every single field. Read more about Microsoft Excel in Import Excel section.
In mapping, you are able to say how data will be imported into Vendor Catalog. What is necessary to set up in a mapping is defined by the type of imports.
To create a new Mapping
- Choose the search icon, enter Import Data Mappings, and then choose the related link.
- Choose the New action to create a new mapping.
- Press Enter to generate Code from the default No. Series or type in unique code manually.
- In the Description field, enter the appropriate text.
- Specify field Type, it should contain the type of an importing file. To get more details about the field please see Import Types.
- Base on the selected Type you see more options for defining the mapping.
- If you selected Excel read more about Excel Mapping
- Select OK to close the Import Mapping Card page.
Partner is a subject who sends you data. In most cases, you need to create one partner for each vendor. But in the specific scenarios, you will need to have more partners for each vendor.
To create a new Partner
- Choose the search icon, enter Partners, and then choose the related link.
- Choose the New action to create a new partner.
- Press Enter to generate No. from the default No. Series or type in unique number manually.
- In field Vendor No., select a vendor from the standard list or create a new one.
- On the Settings FastTab, select default mapping in Mapping Code. This will be used for each import.
- Select OK to close the Partner Card page.
For every import type, we have a wizard that helps to import a file. Usually, you have a new import for each file or file set in Imports. So if you need to import new data you should go through an import wizard and in the end, a new import will be created.
Every import can have a different state here is the description of each of the and what you can do. The easiest way how to work with this is to use an action Next, this move the import to the next state.
Usually users should see this state, it means that the import is created, but there is no data.
This state is usually in the end of the wizard. The data is in a buffer table. But still not in Vendor Items. It depends on the import type, you can see data in the original form, but not in Vendor Items.
To import data follow these steps:
- Search for Product Data Imports and select a link
- Select a line with an import. The line has to have Indexed in field State
- Select action Import
- Select one option depends if you want to see how import is processed or continue working on anything else.
- After the import or also during the import you can see imported items in action Items for more details see Vendor Items
This state is when part of data is imported into Vendor Catalog. Users can see items in Vendor Items (use search or go to Pimics Role Center - Vendor Catalog - Imported Items)
This state can be because of two situations.
- The import is still running. it can be on background or performed by another user.
- The import is finished, but there is an error and not everything is imported. To move on follow these steps:
- Check what is wrong
- On the Import lists select the action Log from the Navigate group
- To check the original data is visible in the action Indexed Data in the Navigate group
- Run it again
- Follow instructions in Indexed chapter. In the point 2 select the current import.
- Check what is wrong
The import is fully imported into Vendor Catalog, all data is available in Vendor Items or other tables depends on import type and mapping.
From this state you can run two actions:
- Reimport, this delete all imported data in Vendor Catalog and everything will be imported again base on the current mapping. it is useful when you found an mistake in the mapping or another setting.
- Archive, this set the import into Archived state. This action will make a clean un and the data won't be imported again. Anyway, all data in Vendor Catalog stays as it is, it clears buffer and chaced tables.
The import is basically done. It means it is imported and you're not able to do anything with it. Anyway, data from the import is in Vendor Items and you can work with them doesn't matter if the import is closed or open.
We have these predefined imports wizards: