Getting started - Data Import

Summary

The following article explains how to create a data import template so that you are able to import data files into the system

What is a Template?

A template tells Platinum:

• What information you want to import.
• Which part of the system you want to import data into e.g. the "Stock File", the "Vehicle Stock File", the "Accounts Transaction File" etc.
• Where the file is that holds the data you are importing.
• Which fields within the chosen system you are importing data into e.g. "Stock Code" field, "Stock Description" field, "Account Name" etc.

Process

To create a data import template select the "Data Import" option from the main menu. This will take you to a screen where you can search for existing Data Import templates or create a new one.

Template Code

Each template should have a unique code e.g. '001' or 'STO' (max. 3 character).

• Enter a code for the template and tap <Enter>.
• Enter a description for the template e.g. 'Stock File Import'.

Destination

The Destination is the file you want to import data into. Click here to view a list of possible destinations.

• Tap <Shift-F2> to view a list of destinations then tap the <Up Arrow>/<Down Arrow> key to scroll through the list and tap <F2> to select the desired one.
• Alternatively type in the destination file code.

Source File

The Source File is the file containing the data you wish to import. Your Source file will usually contain a series of records. A record is each line or lines of information relating to the same Stock Code, Vehicle, Account etc. The Data Import program can read most Plain Text files e.g. '.CSV' (Comma Separated Variable) files and '.TXT' (Text) files.

• Enter the name of, and if necessary the Path to, the file which holds the data to be imported e.g. 'C:\STOCKFILE.CSV'.
• If you need to find a file tap <Ctrl+F1> and search for the file using the explorer window.

Tap <Enter> to move to the template import configuration.

Variables

A variable tells the system which field to look at e.g. there is a variable for the Stock Code field, the Account Code field, the Vehicle Model field etc. Each field within a Destination File, which you can import data into, has a variable. The actual variable code will vary between Destination Files so for further information on Variables available for each Destination File click here.

• Select a variable by typing in the variable number or:
  • Press <F1> or <Shift+F1> to cycle through the possible fields you can import into in the chosen destination file.
  • Alternatively tap <F2> to view a list of the available fields, use the <arrow up>/<arrow down> key to browse the list and tap <F2> to select the variable.

Tap <Enter> to move to the options column.

Options

You will find some variables have various letters and numbers in brackets alongside them, these are known as "options". "Options" are available when you have a choice over where the data is imported into. For example when importing addresses into the Account Address File, 'LDAD', variable 18, Account Address, options 1-5 are available to define which line of the address is being imported.

Expression

The "Expression" is how you tell the system whereabouts in the source file it will find the required data and how it should be handled. The first part of the expression defines whether the imported data is text or numeric. 'ST' denotes that the data is to be text or a combination of text and numeric characters. 'NU' denotes that the imported data will be just numeric. It is important to specify the correct data type when importing to avoid errors, if you are unsure of what the type should be the "Type" field will show a 'T' for text or 'N' for numeric.

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Keywords AND Misspellings

Data, Import, Create, Creating