Imports

Imports are an easy-to-use tool that brings data into Microsoft Dynamics Business Central. A generic import contains these steps:

1. Create a mapping where you define how the file will be imported.
2. Create a partner where you define the supplier and relations between incoming data and your data.
3. Create an import for each file, it uses predefined mapping and partners to import the data correctly.

Import types

Note

To define a new import, we offer several predefined types, such as Excel, BMECat, DataNorm, and custom. Most of these types are defined in additional extensions.

Microsoft Excel

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.

Mapping

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.

Partner

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

1. Choose the search icon, enter Partners, and then choose the related link.
2. Choose the New action to create a new partner.
3. Press Enter to generate No. from the default No. Series or type in unique number manually.
4. In field Vendor No., select a vendor from the standard list or create a new one.
5. On the Settings FastTab, select default mapping in Mapping Code. This will be used for each import.
6. Select OK to close the Partner Card page.

Import

For every import type, we have a wizard that helps import a file. Usually, you create a new import for each file or file set in Imports. If you need to import new data, go through an import wizard, and a new import will be created at the end.

Caution

Before attempting to import any data to Vendor Catalog, make sure that numbering is filled in in Data Import setup. If not, you can either:

1. Fill in the Mapping, Partner and Partner Import Numbers manually, or,
2. In actions, select the Install button to let the system fill them in automatically.

State

Every import can have a different state. Here is a description of each state and what you can do. The easiest way to work with this is to use the Next action, which moves the import to the next state.

New

Users usually see this state first. It means that the import is created, but there is no data.

Indexed

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:

1. Search for Product Data Imports and select a link
2. Select a line with an import. The line has to have Indexed in field State
3. Select action Import
4. Select an option depending on whether you want to see how import is processed or continue working on anything else.
5. After the import or also during the import you can see imported items in the action Items

Partially imported

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 occur in two situations.

• The import is still running. It can be in the 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:
  1. Check what is wrong
     1. On the Import lists select the action Log from the Navigate group
     2. To check the original data is visible in the action Indexed Data in the Navigate group
  2. Run it again
     1. Follow instructions in Indexed chapter. In the point 2 select the current import.

Imported

The import is fully imported into Vendor Catalog. All data is available in Vendor Items or other tables, depending on import type and mapping.

From this state you can run two actions:

• Reimport, this deletes all imported data in Vendor Catalog and everything will be imported again based on the current mapping. It is useful when you found a mistake in the mapping or another setting.
• Archive, this sets the import into Archived state. This action will make a clean run and the data won't be imported again. Anyway, all data in Vendor Catalog stays as it is, it clears buffer and cached tables.

Archived

The import is basically done. It means it is imported and you are not able to do anything with it. Data from the import remains in Vendor Items, and you can work with it whether the import is closed or open.

Vendor Item

Vendor Items is a part of the system that focuses on incoming items from your suppliers. On this page, items can appear multiple times because you can get the same item from different suppliers, or even from two different files from the same supplier. Usually, Vendor Items are created via Imports; however, they can also be created and managed manually.

In Vendor Items there is similar additional data as in Product Information Management like features, keywords, texts, documents, pictures, etc. Most of these data has some relation to your master data.

All items are defined per import. It means you need to have a source of the items here. And also if you get a new import it will not overwrite your previous data. This will happen during the activation and only in master data.

Update references of Vendor Item

A typical use case for vendor items is before you activate/import an item into master data. We recommend verifying whether the data exists in master data and what is new or will be replaced.

1. Choose the Search icon, enter Vendor Items, and then choose the related link.
2. The field Integration Status together with Item No. indicates what destination this item will have. If Item No. is filled, the data on the item will be merged or replaced by data in the Vendor Catalog.
3. You can update this reference using the action Update Item No in Actions
   • This action updates the Item No. field based on settings in Item or Item Vendor tables in ERP.
   • It also finds existing features and documents and creates a relationship between data in master data and Vendor Catalog.
4. You will see a number in Item No. if the item exists
5. Select action Features in Product Data to see mapping to master data. There are fields:
   • Feature Exists - if the feature on a line already exists in master data, regardless of which item.
   • Value Exists - if the value on a line already exists in master data, regardless of which item.
   • Line Exists - if the feature on a line already exists in the item.
6. Select Documents, Descriptions, etc. in point 5 and check the state of the data in a similar fashion.

Related Information

Activation
BMECat import
DataNorm import
Excel import
Partner
XML import