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Importing catalogs

Catalogs that you want to import can be saved in the folder ToDo, and multimedia data in the folder Multimedia. If you don't have access to the file system, you can directly upload a catalog file . In this case you can add folders to the working folders, for example if you want to use supplier-specific folders. The system will automatically create the necessary folder Todo. Before you upload a catalog, if you use supplier-specific folders, please add a path to the working folders. For more information on prerequisites for an import of catalogs please see Importing and uploading catalogs.

On the page Catalog administration, click the link Import catalogs.

You will see the page Catalog import. Select the menu item Help to display detailed information about this page.

The import will be executed in three steps:

• Choosing catalogs
• Selecting settings
• Starting import

Choosing catalogs

1. On the tab Choose catalogs, please add an entry in the field working folder, if necessary. If you have created any sub-folders, their names have to be entered as well in the field working area, so that the catalogs in these folders will be displayed.
2. Click the button Display results. All catalogs saved in the folder ToDo in the format BMEcat or HH XML1x will be displayed.

   You can also enter path and file name of the catalog in the field File upload or search the file by clicking the button Browse and click the button Start Upload. The BMEcat-catalog will be copied to the system and displayed with the other catalogs.

3. Activate the check-box next to the catalogs you want to import, and click the button Next.

   The tab Check data will be displayed.

Selecting settings

1. If you have not indicated a name in the catalog, you have to enter a name on the tab Check data in the field Catalog.
2. Select your Options. Click the menu item Help to display detailed information about the options.
   • Send message after import: You will receive a message in your lobby after completion of the import.
   • Manual catalog approval: the catalog data will be imported without approval. In order to use the catalog, the articles have to be approved after completion of the import (see Compare and approve catalogs).

   Create additional core article catalog: If you select this option, you will create an additional user catalog that contains only core articles of the catalog. The text in the field Name extension will be added to the name of the catalog.

3. Select:
   • New catalog in database, if you want to create a new catalog
   • Replace, to replace an existing catalog. Select the catalog you want to replace. This option is only displayed if catalogs of the supplier exist in Impact Ordering System and the option supplier data from database is activated.

     Note: If you have activated Manual catalog approval, you should select in the Compare catalogs that you want to replace the old catalog. Please also read the Notes on catalog replacement.

4. Select:
   • Supplier data from catalog, if you want to copy the supplier data from the catalog.

     If you select this option, a new data record will be created for the supplier, or if the supplier already exists, the supplier data in the database will be overwritten.

   • Supplier data from database, if you want to use the supplier's data that are stored in the Impact Ordering database.

   If you enter a new supplier, the supplier's data from the catalog will be displayed. These data can be corrected, if necessary. For an existing supplier, the data from the catalog as well as from the database will be displayed.

   In the list Supplier you can select an existing supplier. The data of this supplier will be displayed and can be compared to the supplier's data from the catalog. Click the button Select supplier to select a different supplier from the list.

5. Select those companies from the list Available buyer companies that should be able to edit the supplier's catalog and click the button to assign them. After having created a supplier, he will be assigned to the company. The catalog manager of this company can now edit the catalog. Exception: Catalog managers of all companies do not have to select a company here.
6. Click the button Next.

   If you have selected several catalogs on the tab Choose catalogs, the page Check data will be displayed for each catalog. Enter the data for each catalog and click Next.

   You will now see the tab Start Import.

Starting import

1. If you want to index the catalogs for the full-text search after successful import, activate the option Update index on the tab Start import and select your settings. Select the menu item Help for detailed information on the settings. This option is not available if you have activated the option Manual catalog approval on the tab Check data.

   Tips: In order not to affect processes in your company, we recommend for very large catalogs or for the import of several catalogs, to execute the indexing with the scheduled task full-text indexing when the system activity level is low (for example at night). It is also reasonable to run the scheduled task Edit catalog between import or approval of the catalog and full-text indexing, in order to avoid unnecessary indexing.

2. Select:
   • Start import now, to run the import immediately.
   • Start import later and enter date and time, if you want to start the import later
   • Regular task, if you want to create the scheduled task BMEcat Importer that will execute the import. On the next page you can enter your settings for the regular repetition of the scheduled task.

     With this task, all other catalogs that are saved in the same import folder, will be called for automatic import at the indicated time. In this case, it is recommended to use a separate import folder for each scheduled task. The task will use the folder you have entered in the working folder on the tab Select catalog.

3. Click the button Save, to start the import.

Notes on catalog replacement

• If you select the option Replace on the tab Check data, the old catalog is automatically deactivated during the import.
• The assignment of users, groups and companies and the basic contract (with the same price group) of the old catalog is copied to the new catalog, so that the new catalog is displayed instead of the old one.
• If products from this catalog are listed in user catalogs, these are also be updated. This applies to assignments to super catalogs, eCl@ss-catalogs and manually created user catalogs. In order to update a core catalog, you have to select the option Replace as well as the option Create core article catalog during import.
• When a product that exists in both catalogs is replaced, the price history of the old catalog will be copied and added to the new product. If the price group exists in both catalogs, the price group of the old catalog will be terminated and the new one is valid. If a price group exists in the old catalog, but not in the new one, it will be created in the new catalog. Expired prices will be copied to the history, the current price will be cut at the current date and copied, future prices are not copied. If the price group only exists in the new catalog, the prices will not be changed.
• The buyer who is saved as contact person in the basic contract will receive a message after replacement of a catalog, saying that a new catalog has been imported for a basic contract. He will also receive a message if the price group could not be assigned.
   

Tip: If you also want to send an email, you can change this in the message settings under Basic contract Changes (see Change settings for messages in the manual General notes for all users).

See also Uploading catalogs Viewing catalog import statistics