The Receive Invoice feature can be used to import data files. This file must be in CSV or Excel format and the first row must be the column headers. During the import, you will be able to map each column to the corresponding Edge field.
NOTE: If the file is a vendor invoice that contains extraneous data, such as vendor or store information, this must be manually removed prior to importing.
To import item data:
- Click Inventory > Items > Add > Rcv Invoice. The Receive Invoice screen will appear.
- Click the Import Invoice button at the bottom.
- Use the Import File drop-down to select your file.
- Optionally, use the Photo Folder drop-down to select a folder containing images for the items on this invoice. Images will automatically be matched based on:
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Mapping
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If the invoice data contains one or more image filenames you can map these to the Edge Fields Image 1 – 5. During the import, the software will search the Photos folder for these files and attach any matches.
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Vendor Style Number
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During the import, the software will search the Photos folder for any image files that match an item’s vendor style number and attach them.
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- All available Edge Fields are listed here. Next to each field use the Import Column Names drop-down to select the corresponding column from your import file to create the mapping.
- To the right, it displays a list of Column Headers that appear in your import file but have not been mapped. As you map columns, you will see them disappear from this list.
- Additional options and buttons include:
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Parse Description
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If checked the software will attempt to fill in the item detail fields from the values it finds in the item’s description. Use the Parser Mapping button to map these values.
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Fulfill Ordered Lines
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Check this option if this import is fulfilling open Purchase Orders.
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Use Most Recent Details
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Instructs the software to search existing inventory for this style and automatically copy the details to the imported item.
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Copy Invoice Details
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When Use Most Recent Details is checked, this will override copied details with details that differ on the import file. For example, if this style existed in inventory as White gold but the import file specified Rose, this option would import with Rose.
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Ignore 0 Qty
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Skips any import lines that have a zero or blank quantity.
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Ignore No Description
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Skips any import lines that have no description.
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Parser Mapping
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Defines and maps the values that The Edge will search for in descriptions when using the Parse Description option to fill out item details.
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Download Blank xlsx
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Download a blank Excel template of all Edge columns that are available for import. Using this as an import file will automatically map all the columns.
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- Complete the mapping, select desired options, then click Import.
- The imported styles will be added to the Receive Invoice screen. Make any desired changes and, when ready, click Save / Close to add these items to inventory.
Data Cleanup
If your source data is heavily formatted, for example if it looks like a printed invoice, you will likely run into problems trying to import, and editing the existing file may prove difficult. In these cases, the easiest solution is to copy the relevant data into a new Excel file and manually enter the column headers.
Let’s step through an example now.
Sample invoice in Excel format:
- Open the invoice in Microsoft Excel.
- Highlight the data fields, then right click and select Copy.
- Open a new Excel file.
- Right click in the first cell (A1), then select Paste Special.
- Set the Paste option to Values and click OK. The raw data will be pasted in.
- Insert a blank row at the top and type in your column headings.
- Check for any blank columns and delete them. In our sample, Description is in column B while columns C, D, and E are blank, so we will delete them.
- Save this file and import it into The Edge.