Import Export Control

Introduction

The Data Transfer Utility provides tools for importing data into, and exporting data out of, a Caliach Vision data file. It is useful for setting up new installations and should not be used to supplement normal transaction processing.

Basic rules for importing should always apply:

  1. Always import into a copy of the Caliach Vision data file. If you have not prepared the data you are importing correctly, your data file can be filled with garbled records.
  2. Use the Export Headings button to create a column title header for your spreadsheet pre-import data. You will be asked to create a temporary file which will contain two rows which can be pasted into your data file.
  3. Use Data Transfer -- System Fields to check for the valid range of data within fields.
  4. Care should be exercised in the formatting given to cells in the spreadsheet when preparing data. The importing process is relatively intelligent, however numeric fields are expected to be numbers only, not mixed with characters such as $, £, #, ¢. Similarly, all codes are converted into character strings, so if you have numeric codes that you want sorted numerically in Caliach Vision you must format them in the spreadsheet as characters and pack the numbers with preceding zeros, if required. Also remember that certain import format text strings are limited in length and can not contain Tabs, CRs, or line feed control characters. Return characters can only be passed into Caliach Vision if placed in the import file as a <CR> character string.
  5. Spend time and care in checking the data before importing, it will save much time later.
  6. Wherever possible, test the integrity of your pre-formatted data by test importing all records, then importing only a few records (use copy and paste into a temporary data file). Finally, check the quality of the results before proceeding with the bulk of the data.
  7. After importing, check the results. Remember that part numbers and customer and suppliers codes can not be edited within Caliach Vision, and records can not be deleted if related processing has occurred.

Warning WARNING: BoM records should not be imported more than once as component quantities in the existing records will be consolidated with those imported.

Tip TIP: Look particularly for the upper case O and the number zero as they often get miss-typed and, if in error will cause confusing sort orders.

Tip TIP: With Unicode, V4.0000 onwards, all character data imported is canonically normalised under under the nfc() function to ensure predictable results. This includes indexed fields, so some data relationships may not appear to to be as expected if the resulting character string is changed by this process.

Getting started

Start with preparing your new Caliach Vision data file in which importing is to take place.

Now operate the File -- Advanced -- Data Transfer Utility menu function and select an appropriate menu from the Data Transfer hierarchical menu now on the menu bar.

ALWAYS import in the following sequence, when creating a new Caliach Vision database:

Order

Data

Dependencies

1

Standard Texts

None

2

Index and Country Codes

None

3

Customers

Must use Country and Customer Index codes and may use Standard sales texts. Address lines can be either in the form of a single multi-line field or as up to 4 individual lines.

4

Suppliers

Must use Country and Supplier Index codes and may use Standard purchase texts. Address lines can be either in the form of a single multi-line field or as up to 4 individual lines.

5

Parts

Must use Part Index codes and may use Standard sales, purchase and works texts and may also reference Suppliers.

6

Bills of Material

Must use Parts and may use Standard engineering texts. Any duplicated parent/component records will be consolidated if the System Preferences are set to disallow duplicate components. Lowest-level numbers will be re-calculated after import if the System Preference is set.

7

Engineering Data

May use Parts and may use Standard engineering texts.

8

Work Centres

None

9

Process Routes

Must use Parts and Work Centres and may also use Standard works texts.

10

Purchase Parts

Must use Parts and Suppliers.

11

Production Plan

Must use Parts.

12

Product Serial Numbers

Must use Parts and may use Customers.

13

G/L Accounts

Must have G/L report layout which can be imported from within Caliach Vision.

14

Marketing

Must have Index Codes

15

Addresses and Contacts (if not imported with master records) (See note below)

Must have Customers, Marketing and Suppliers.

16

Inventory Quantity

Must have Parts. Inventory history will be created for each non-zero part quantity.

17

Un-received POs

Must have Suppliers and Parts. PO header and line items will be produced. In addition, Parts and Supplier values are updated and Inventory history records created.

18

Un-dispatched SOs

Must have Customers and Parts. SO header and line items will be produced. In addition, Parts and Customer values are updated and Inventory history records created.

19

Sales History

Must have Customers and Parts.

Note NOTE: Addresses and Contacts have two additional initial columns to the data to ease the linking to master records. The first column should contain CUS, DEA, DEL or SUP to indicate whether the address is linked to a Customer, Marketing, Delivery Details or Supplier master record. The second column is the key field value for the master record, and is respectively: Customer Code, Marketing Business Name (case sensitive), Delivery Point Code and Supplier Code. This data is combined on import to create the address record link value.

File Formats

The radio buttons permit selection of the data file format used for import and export. Tab delimited is convenient. You can prepare your data in any good spreadsheet (such as Microsoft Excel) and save the file in Tab delimited format. The spreadsheet columns represent fields and the rows are records.

The window has 2 tab panes.

Import Export  Advanced Options 

Import Export

Import Export Control - Import Export pane

Use this pane to import or export data.

Field

Description

Column List

Lists the import field columns. The column number is very significant.

Tab delimited

Standard text file with each record on a line and fields delimited by tabs.

Comma delimited

Standard text file with each record on a line and fields delimited by a comma.

Delimited by

Standard text file with each record on a line and fields delimited by a comma.

User Character

A single character that will be used to delimit fields in a one line per record text file.

One line per field

A single line per field in a text file.

Omnis data transfer

Special non-text file format that enables import and export of non text data types.

Current Record Count

Number of records in the file.

Carriage Return Replacement

The character or set of characters that will replace a Carriage Return in character fields with a max length of at least 100. Not applicable to Omnis data transfer format.

Export with search

Check this to limit the records exported. A search design dialogue will open.

Do not consolidate component quantities when already existing

When importing BoM components, normally duplicates are consolidated. Checking this will reject duplicate records when the system preference is not multiple common components.

Button

Action

Modify Search

Click to design or modify the search that can be used for exporting data.

Export Headings

Creates a two-record Header in the selected file format for the data to be transferred. Useful for preparing data for importing.

Export All Data

Export of data in the selected file format for the data to be transferred. You may be provided with a selection dialogue to restrict the records exported. A two record header is always provided.

Test Import Data

Test imports data. All validation of the data is carried out and errors will be reported. The import data can then be corrected before full import.

When finished an Alert Message window will show the results. This can be printed using the button provided. You will be notified of any data incompatibility and no data will be changed in the data file.

Import Data

Full data import. Data validation will be carried out and all adjustments made to ensure the data is appropriate for the program.

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Advanced Options

Import Export Control - Advanced Options pane

Select this pane for advanced options.

Field

Description

Import Code

Program code in associated routines.

Button

Action

Delete All Data In File Now

This will drop the file and all data. It may take some time.

Warning WARNING: This will destroy any data in the appropriate file(s). This must be treated with great care.

View Import Import Code

This will allow you to view the processing code used to check each imported record.

Note NOTE: This will show the Import Code field and enables a professional to view the manipulations that are applied when data is imported.

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See also: -

Compiled in Program Version 5.04. Help data last modified 31 Dec 2014 01:08. Class wImpControl last modified 6 Feb 2016 02:16:16.