DataPlug - Items

 Preparing Your Data

Items are imported to Oxatis DataPlug using a csv, xls, or xlsx file. Therefore, you can prepare your items in Excel.
Item prices can be indicated including or excluding VAT. The Actinic system is based on prices excluding VAT. Therefore, if you provide a price including VAT for an item, make sure you enter the associated VAT rate so the system can automatically recalculate the price excluding VAT.

The system is going to interpret the file and add to or modify your Actinic site with the elements in the related fields. If a field is left blank, the corresponding element will not be modified. DO NOT enter 0 if there is no information to add or update. If you do, the existing data in your site will be replaced with a 0!

You can also modify the file as needed, deleting any unwanted columns.

The easiest way to proceed is by using the Actinic example file below, where you will benefit from automated column mapping for your item properties.
A spreadsheet explaining the different possible values for the fields in the Excel file is available in a tab at the bottom of the window called: Item Help.

While this is recommended, the DataPlug allows you to import any Excel or CSV data file.

The different Excel file examples are available here:
Images / Items / Users

By default, the DataPlug uses the item code to identify an item.

Unzip the example file and open it in Excel. You can switch between spreadsheets using the tabs at the bottom of the window.

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The item spreadsheet is set up as a series of columns that represent all the available fields when creating an item in the Actinic system.

 
 Specific Columns
  • Categories

    When you fill in the category field in the Excel file, the application will create the category associated to the item if it does not already exist in your site. If it exists, the item will be added to the category.

    To include this property, the "Category Name" field must be filled according to the following format:

    Example: Clothing \ Children

    Click image to zoom


  • Quantity in Stock

    In regards to the Quantity in Stock and Quantity in Stock to Append columns, the titles are pretty self explanatory. If you know the current stock value on your site and want to add stock to that number, leave the first column blank and only fill in the second column with the number of items to add.


  • Images

    You can associate main and thumbnail images to your items via the Excel file.
    You can find more details in the following help topic: DataPlug - Images

  • Related Items

    The following columns, in the Excel file are for listing the products you want to associate for Up /Cross-Selling: Related Items, Related Item of, Higher-End Items, Lower-End Items. Each of these columns can contain up to 24 product codes (ItemSKU). The possible separating characters are:  / ,  \ ,  < ,  > ,  $  or  # .

    When one or more of theses fields are filled in, a dropdown select list appears asking which separating character was used.

    Click on image to enlarge


    It should be noted that you can create up to 24 Related Items using DataPlug, as opposed to setting them from the back office where the limit is 10.
 
 Importing the File

Save the Excel file using whatever name you wish. You will need to close the file to import it to the DataPlug.

You are now ready to import your items into the DataPlug database.
To do so, click on Import Items... (yellow arrow in the Items section).

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Select the Excel file (spreadsheet) you have just completed (make sure it is closed).
If you have several spreadsheets in the Excel file, you must indicate which sheet the application should be using.

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If your file has column headings in the first row, don't forget to check the "Use the first row as column headings" box in the application. This is applicable for the example Excel file provided by Actinic.

Use care with commas (,) and periods (.) in your Excel file.

There are two different rules for decimal and currency group (or thousands) separators - Anglo-Saxon and French. By default, the DataPlug uses the period (.) as the decimal separator.

Therefore, nineteen fifty as the price of an item would be written 19.5 in the Excel file.

The comma is used to separate thousands. Therefore, 2011 could be written 2,011.
You can modify these settings by manually changing the values in the associated fields (see image below). You are not required to use a thousands separator in the Excel file.

Click image to zoom


 
 Column Mapping

In the next window, you will map your columns. This means linking the column names in your Excel file to the corresponding fields in the Actinic system. If you use the example file, the columns will be automatically mapped for you.

If you have several different Excel files (from several different suppliers, for example), the application allows you to "Save mapping in file format" to avoid having to map your Excel files every time you import them. When using this feature, make sure you save before clicking on next to continue.

Example:

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The DataPlug will generate an error report indicating if there are any problems. If no errors are present, click on Finish. The data has been imported into the DataPlug database.
If errors occur, consult our frequently asked questions in the help center or contact technical support.

 
 Preview

You can view your items by clicking on View Items... (magnifying glass in Items section). This is also where you can add images to your items by right clicking on the desired item.

You can find more details about adding images to your items in the following help topics:

DataPlug - Images
DataPlug - Additional Images

 
 Upload

Click on Upload Items... (red arrow in the Items section) to upload your items to your Actinic site.
Once the procedure is complete, the site is immediately updated with the uploaded data.

You've just added new items to your site in just a few clicks!
 

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