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Data Import

If your system is being hosted by Xetex Business Systems, Inc., or if you do not have immediate access to your Xebra server, an additional method of importing data is provided via the Utilities module. This option will be available to any operator with access to Utilities and, in general, is the most direct method of data import.

GO > Utilities > Data Import

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You will first be asked for an Import Type. Use the drop down list to enter which file type you are importing.

Generally speaking, data files should be imported in the order they appear on this list.

Customer Billing records must be imported before Customer Shipping records if the new billing references are needed for the customer shipping import.
Vendor Remittance records must be imported before Vendor Ordering records if the new remittance references are needed for the vendor ordering import.
The Job import should always be done after customer, vendor, and product imports if it is dependent on any new customer, vendor, or product records.
Customer Shipping records must be imported before Prospecting records if the new customer codes are needed for the prospecting import.
Prospecting Characteristics should be imported before prospecting records if characteristic fields will be used in prospecting import.
Prospecting records must be imported before prospecting history records.

 

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Next, you will need to locate the file you would like to import. You can type it in or use the Browse button to the right of the Vendor Remittance TXT File field to locate the appropriate file on your workstation.

 

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Allow Update of Existing Records - While most data imports occur in new systems, you may use the data import feature to enter new data files into an existing live system.  If this is the case, you will need to know whether or not you want to affect the existing files.

If this box is unchecked, the import will return an error and not import anything if any of the records in the import .txt file have the same primary code as a record that is already in the Xebra database. This is the safest way to import.
If this box is checked, records with the same primary code will be updated with the data for the record in the import file.  If this option is taken it is essential that the primary codes in the data are checked to be sure no records will be accidentally overwritten.

 

 

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NOTE:  The allow update option will not be available for the Job import.

When all data has been thoroughly checked, and the correct import type and file path has been entered, click on the Import button. The time it takes to import the data will differ depending on the quantity of data.

 

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Once complete, Xebra will either issue an Import Complete notification or an Error Message detailing the issues that need to be addressed. If an error is detected, you will need to exit from Data Import, correct the issue in the original TXT file, and repeat the process until a successful import is achieved.

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