Updating data

In this section, you will find detailed instructions on how to update your products, prices, stock levels, and contacts.

Prerequisites

Just like when you import new data, sales tax abbreviations, price levels, currencies as well as stock locations cannot be created via a .csv file.
Prior to exporting your data, we invite you to create/edit tax's abbreviations, stock locations, currencies and price levels.
Below is a summary of the data you will need to create prior to re-importing the .csv file. "R" stands for Required and "E" for Exempt.

information / type of data

product

price

stock level

supplier

customer

tax abbreviations

R

E

E

R

R

price levels

E

R

E

R

R

currencies

E

E

E

R

R

stock locations

R

E

R

E

E


Important: Files with more than 10,000 rows must be exported in several sessions. We recommend to filter exports by tags, price levels, suppliers, etc, in order to avoid having more than 10,000 rows.

The steps of data update

*using photography to make a parallel with data update

There are 3 simple steps to updating your data:

1. exporting your data to an export.csv file
2. editing this file
3. re-importing it into erplain.

With a little imagination, updating your data could be compared to taking a photo of your data, editing it and replacing the original by the edited photo.

Exporting your data to an export.csv file

Exporting data can be done from the Menu Settings > Export data

From the menu Settings > Export data, you can select the data you would like to export.
For example, if you want to export your prices, simply go the category "Product and Services" and click on "Prices".




A new screen shows up with your data. You can filter your data if necessary and click on the action button "export" to begin exporting your data to the "export.csv" file.


Opening an export.csv file

Once the download is complete, open the file "export.csv" with Google Sheets. To learn how to open and save Google Sheets files, we invite you to watch this video:

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Warning: Excel, Numbers an a large majority of spreadsheets are not able to edit .csv files in accordance with standards and risk corrupting your file. We invite you to use Google Sheets for your updates and imports.

The editing rules of an export.csv file

Whether a price, stock level, product or contact update, the rules to apply for editing the "export.csv" file are the same.

What is possible to do in the file (in the editable columns*):

  • Replacing data

Example: I can replace the number of quantities for a product "17", by another quantity "10".

  • Deleting a data

Example: I can also delete "17". This means that there are no quantity left for this product.

  • Adding a data

Example: I can add tags or an initial cost to my products.

Note * - Editable columns - Some columns cannot be modified. In this case the mention '"cannot be updated" appears in the column title.

What is not possible doing in the file:

  • Changing the file format

Example: I must keep the original column order, column names, the .csv format, etc...

  • Adding/Removing rows

Example: I cannot create a product nor delete a supplier by adding a new row or removing a row.

  • Making modifications in the first column "id"

Reimporting an export.csv file

Once the file is edited and saved from Google Sheets, you can upload it to erplain from the menu Settings > Import data > Select [data type] (*)



Browse file > Update [data type]




Warning: Once your file is selected, click on "Update [data type]". Do not click on "Import [data type]".

Error messages

When a mistake is detected in the file, erplain prevents the file from being uploaded and displays an error message, showing you the mistake to be corrected.

Example with a missing column in the "export.csv" file:


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