Required format of .csv (Comma Separated Values) file for use with ImportUnitCSV:
1. File must be comma delimited format
2. Each field must be Quoted (surrounded by quotation characters) if the field contains a comma, a return, empty space or a quotation mark character
| • | It is recommended to quote every field to prevent errors |
3. Every line must contain at least the first three fields and end in a return character.
| • | The first 3 fields are required and import can not be done without them, the remainder is optional. |
4. All the normal AyaNova rules for Unit objects apply; duplicate units (same serial number) will not be imported, fields that exceed the maximum length in AyaNova will be truncated.
5. The csv file must not contain field names in the first row or any header or footer, data only.
6. The PurchasedDate field will be interpreted in the date format set on the computer the import program is running on.
| • | So to confirm what format you should use do an export first on the computer you intend to import on and examine the format of the PurchasedDate field in the Units.csv file. |
| • | b.You can change your computers date format in the control panel settings if you need to match a format in the import .csv that isn't your computer's normal date format. |
7.The csv file field order is:
Serial, Client Name, UnitModel, Notes, PurchasedFromVendor, SalesReceiptNumber, PurchasedDate, Description, Metered
Review these recommendations before importing:
| • | If a PurchasedFromVendor field is empty then the unit will be imported with the Bought here checkbox checked. |
| • | It will be assumed that the unit was not bought from another vendor but from your company. |
| • | PurchasedFromVendor, Client and UnitModel will be compared case insensitive against their counter parts name field in AyaNova to see if they already exist. |
| • | If they do, the imported unit will be set to use that existing record. |
| • | If they are not found in AyaNova then a new record will be created for them using the name in the import file. |
| • | So it is important to ensure that the import file contains names of these objects *exactly* as they are spelled in AyaNova if you intend to match an existing record. |
| • | The UnitModel field in the import file is compared against the Unit Model’s name and number. If the field in the import file is not exactly laid out and typed as the Unit Model’s name and number, a new unit model will be created with just the name entered. |
| • | PurchasedFromVendors that need to be created on import will be set as WholeSaler vendor type in AyaNova. |
| • | Warranty |
| • | Be sure the purchased date is set correctly in the import .csv file if you care about warranty tracking. |
| • | Since the Unit warranty information is not imported on a case by case basis be sure you have the UnitModel field correct in your CSV file before importing. |
| • | This ensures units will be imported under the correct unit model and you can then set the warranty for all imported units in one shot by setting the unit model warranty. |
| • | Use the export feature to export your current parts in AyaNova to a comma separate values file which you can then refer to, to see the correct format. |
| • | Comma Separated Values files (.csv files) can be created and opened directly using Microsoft Access, this is handy if you wish to "massage" the data before importing or examine or work with an exported parts.csv file |
| • | Backup your current AyaNova database before importing, there is no undo feature and it's easy to accidentally have a field in the wrong position. |
| • | When you open the csv file before importing, carefully examine the grid of records displayed to ensure each field is in the correct column before importing. |
| • | For better performance when importing a large number of units, do the import from the fastest connection to the database possible, i.e. don't import units via remote access |
| • | Duplicate units will not be imported, the unit serial number is examined before each unit is imported and if the unit serial number is found to be in AyaNova already then that record is not imported. This means you can re-import the same data safely without getting duplicate records. |
| • | After importing open AyaNova and examine the imported records and ensure fields were imported to the correct area of the unit record. |
| • | Ensure that the CSV file you will be importing is located in the same AyaNova program folder as the ImportPartCSV.exe file – otherwise you may receive errors relating to connecting to the database. |
| • | NOTE: This import utility uses the comma's in the CSV file to determine what is the next field. If a field itself has comma's in it (such as a Street field for example), there must be quotation marks around the entire field. |
| • | NOTE: In some cases, when you use MS Excel to edit or create a CSV file, the import utility may not understand Excel's use of quotes and comma's. If you get errors, it is suggested to to import it into a table in Microsoft Access. Right click on the table in MS Access, select Export…, select CSV from the drop down list and the CSV file will be created correctly with quotes and commas. If you do not have MS Access, send the existing CSV file zipped using WinZip to AyaNova Support, along with the issues you are experiencing, asking us to import into MS Access for you and create the formatted CSV file. |
Steps to import:
1. Create the csv file that contains the units information that you wish to import into AyaNova
2. Create a backup of the AyaNova database file before continuing.
| • | Refer to the Backup & Recovery section in this Help file for information on backing up the database for your configuration. |
3. All other AyaNova related programs must be exited by everyone.
4. It is recommended that you perform the import on the same computer where the database resides, and where the csv file is.
5. From Start -> Programs -> AyaNova -> Utilities -> select the Unit Import Export to open the program
6. Enter an AyaNova Administrator username and password
| • | (default is “manager” with password “letmein” if you have not yet changed it as recommended) |
7. Note the messages that occur
8. Select the menu option Open CSV File
9. Move to the location of the csv file, select the file, select Open
10. The ImportUnitCSV utility will read the file and display a message identifying the number if records it finds, and a reminder to confirm the fields and check data before continuing
| • | Note – data can not be edited in the ImportUnitCSV utility. It is for viewing only before importing. |
11. The data will now display with a header for each column so that you can confirm data is in the correct field
12. Once you have confirmed the data, select the menu option Import Data
13. Data will be imported into AyaNova
| • | The time it will take will depend on the number of records to import |
14. When the import is finished, a message will display identifying the number of unit records imported. Select OK to close.
15. Exit out of the ImportUnitCSV utility by selecting the X in the upper right-hand corner
16. After exiting, log into AyaNova and confirm part records imported