Product Data Update With Excel Sheet

You can import suppliers' product information into the system with with an Excel sheet.

In the US you can do it with EDI, as well.

This article contains the following topics:

• Importing suppliers’ product information into Stock Cards from Excel file
  • Ask for the needed information from your supplier
  • Save the Excel file on your desktop provided by the supplier
  • Check the row on which the information starts from
  • Open the product data update function in the JAMIX Kitchen Intelligence System
  • Choose update source: Excel file
  • Check the content of the file
  • Check the updated values
  • Summary of the recommended settings:

You can create new Stock Cards into the system with the Product Data Update functionality. You can also update product information, such as prices, on existing Stock Cards with this functionality. Product information is imported as Excel files.

Stock Cards are created into the system in order to:

• get cost calculations on ingredients, recipes and menus
• print shopping lists and order items electronically from suppliers
• register withdrawals, wastage and dispatch lists
• take inventory.

Before you can create new Stock Cards or update existing ones with the Product Data Update functionality, you need to contact the supplier and agree with them to start sharing product information in Excel format.

Ask the supplier for product information according to your purchase history or contract products as an Excel file. The information needs to be in the so called Jamix form, so the system can read the information correctly. You can find The data interface depiction for the Jamix form in the Guides: STOCK Module - Product Data Update.

In the product data update file there can be some additional information before the actual product information. Therefore, you need to check the row, from which the information starts from. This row is the row in the file where there is the name of the supplier, your customer number, and the date for the information (in this order).

NOTE! The file should not have any other sheets than the one with the product information on it.

Example of a supplier’s product data file, where information starts from row 4:

Choose STOCK  – Product Data Update

1. Select the Excel file with the supplier’s product data which you have saved in your desktop.
2. In the “ First Line” field enter the row number from which the data to be updated starts from in the Excel file (See the previous picture).

Move to the next part of the function with the “next” button.

The system will read the content of the file and show the read information as a list.

If the system detects the same supplier’s product data update with a similar date, it will make sure if you wish to continue with the update anyway. This is to prevent unnecessary re-updating of old information.

The system displays a list of the products to be updated into the system. The supplier’s information might include incorrect information or there might be information missing. These need to be corrected before doing the update. In case there are inaccuracies in the information to be updated, the product rows in question are displayed in red.

If there are just a few cells in the data update file with incorrect or missing information, you can easily fix them by yourself.

If there is a lot of incorrect or missing information, contact your supplier directly for them to fix the information into the file. You can send the data interface depiction in the Guides to the supplier, if needed.

The next table shows the most common incorrect information and explains how to fix them:

If you make changes into the original file, you need to return to the first step of the product data update and choose the file again.

You can edit the product name and the basic unit directly in the product list by double clicking the information you wish to edit. Changes made into the product list in the system will not be updated into the original file.

If there are products in the list you don't want to update into the Stock Cards, you can delete them from the list.

Move to the next step of the function with the Next button. 

The system compares the read information to the existing Stock Cards.

• New products that do not have Stock Cards in the system yet are shown on the list in green color.
• Information to be updated is shown in blue color.
• Incorrect information is shown in red color. 

If you make changes into the original file, you need to return into the first step of the product data update and choose the file again.

NOTE! You should never change the unit of measure (lbs/pcs) to which the basic unit refers to, if the product has stock events in the system. You should also avoid changing the basic unit.

You can edit the product name and the basic unit directly in the product list by double clicking the information you wish to modify. Changes made into the product list are not updated into the original Excel file.

The Stock Card information related to the EAN code of the selected product is shown below the list.

At this point you can choose the following settings for the product data update:

Only supplier specific product data:

• Only price information and product code will be updated into supplier specific product information
• Does not update the Stock Card
• This option can be used if the default supplier on the Stock Card is different, but you want to update another supplier’s information to the same product for example in case the product should be ordered from another supplier than the default one.

• The product name will be updated to the Stock Card
• Do not select, if you don’t want to update the product name

Product code:

• The product code will be updated to the Stock Card
• To be selected when you want to change the default supplier for the product or when the product code changes
• Do not select, if you don’t want to change the default supplier on the Stock Card

Supplier:

• The default supplier will be updated into the Stock Card
• Do not select, if you don’t want to change the default supplier

• Adds the EAN code for sales batch in the Stock Card in case it has not been there before, or if the EAN code is different to the one to be updated.

Units:

• The units of measurement and the size of the sales batch will be updated into the Stock Card
• This is selected as default.
• Do not select, if you are do not want to change the Stock Card's default supplier.

Summary of the recommended settings:

Update information of the default supplier on the Stock Card (new prices, new products, etc.):

• Name
• Product code
• EAN code/sales batch
• Units

Update information of a supplier who is not the default supplier:

• All options to be deselected
  • Updates prices on the Stock Card in case there are changes
  • Does not change any other information on the Stock Card
  • Updates prices into the supplier specific product information
  • Adds new products in case there are such
    
    
• Only supplier specific product data
  • Updates prices into the supplier specific product information
  • Does not change any information on the Stock Card

Supplier changes, you want to change the default supplier:

• Name
• Product code
• EAN code/sales batch
• Supplier
• Units