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Article import and export

(Factura - Article management)
 
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When running your WBS for the first time, no articles exist as yet in the database. If you already have a list of articles, you can import these articles and structure them at the same time. Before importing articles, please set up the relevant article categories.

On this page:

Import
Field selection and sample file
Import file preparation 
 
Data import
Import result 
Export
Export selection 
Export result 
 
 

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Field selection and sample file

(Factura- Article import and export)

Determine the content you want to add to your WBS contact database on the basis of the data you wish to import.

a) Select the path Factura - Articles - Import.

b) Activate the checkbox of every field you want to import.


 

 

 
After selecting all the desired fields, you can now determine the sequence of the columns from your import data set:

c) Click the 'select' icon of the field and drag the field to the desired position. The field order follows the row order, within the rows it follows the column order, which corresponds to the way you would normally read.

d) Select the character set of your import data. 

e) Now download the sample file. 

 

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Import file preparation

(Factura- Article import and export)

Before preparing your article file for import, please observe the following:

Decimal numbers are handled differently in Europe and the US (where most database software is manufactured). The world is divided into regions using decimal commas (,) and regions using decimal points (.) to separate the integer part of a number from the fractional part. The choice of symbol for the decimal mark also affects the choice of symbol for the thousands separator used in digit grouping. Most countries in Europe use the decimal comma, only Great Britain and Ireland use the decimal point. Switzerland uses both. In some Swiss regions, the separator is referred to as a decimal comma, but written as a decimal point. As US database software always uses a decimal point in system-related tools, no additional measures are needed in countries using the decimal point as separator to display database content in the usual manner. But international software manufacturers also offer the option to have content displayed with decimal commas to cater for the European market and other countries using the decimal comma. In Excel (from the American company Microsoft), for example, the German version uses decimal commas for numerical fields, as Excel adopts the regional settings of the respective operating system.

As a Swiss company, Worldsoft uses the American decimal point notation in the WBS (as was done in OASIS, its predecessor). For this reason, additional measures may be required when importing article data. 

 
a)
 The downloaded sample file serves as template for the import file. The fields (columns) appear in the order you have set. This can be seen in the first row, which contains the field labels. This first row must remain in the file, but all the other rows can now be replaced with your own data.

If you are operating in a country using decimal commas, please ensure that the currency fields are displayed with decimal commas, just as they would appear in your Excel or operating system settings.

 

 
 
b)
 If you are operating in a country using decimal commas, your article data will probably also contain decimal commas.

 

 
 
Before importing data, it would thus be necessary to replace the decimal comma with a decimal point - in all numerical fields. This can be done by changing a setting in the Excel options.

c) In Excel, select File - Options and click Advanced. Then deactivate the checkbox 'Use system separators'.

d) Now replace the "," in the decimal separator field with a ".".

 

 
 
e)
 You will now see your article data displayed with decimal points.

Please note:
If this decimal mark measure is not carried out prior to import, the WBS will display an error message and your data will not be imported.

 

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Data import

(Factura- Article import and export)

You will now be offered a more detailed description of the selected import file: 

a) Specify which separators are used in the import file. Separators separate field content items and may not appear in the data itself.

b) Enter the character set used in your import file.

c) Select the file. You will then see the name of the import file for checking purposes.

d) Click Next step.
 

 

 
You will now see a preview of the import data and can make the final settings.

e) Specify to which categories your articles are to be allocated. It is possible to allocate an article to several categories simultaneously.

f) Click Import file.

 

 

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Import result

(Factura- Article import and export)

The imported articles can now be seen in the overview.

 

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Export selection

(Factura- Article import and export)

First, determine which data you would like to export:

a) Click the Factura icon, select Articles, then Export.

b) Carry out selection according to categories.

c) Click Next step.

 

 
Field selection:

d) Select the desired fields (columns).

e) Determine the column sequence. Use the mouse to drag the fields to the desired position.

f) Select the character set. 

g) Click Download. You will immediately receive a *.CSV file containing the selected article data.

 

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Export result

(Factura- Article import and export)

h) If you have selected the character set ISO-8859-1, you will receive a file containing the German umlauts as well as the letter ß.

Please note:
The export file uses decimal points for numerical fields. In a country using decimal commas, this data is displayed left-aligned as text field. In order to process this data further, it is necessary to convert this text back to numerical data.

 














 

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