CCS Point of Sale

Excel Import

CCS has an import feature that allows for quick input of data into the point o sale system database.

These are the major groups that CCS will import:

  • Contacts
  • Invoice / Transactions
  • Items / Products

Examples of what CCS will import are: Invoices, Products, Vendors, Manufacturers, Units of Measure, Tax Amounts, Departments, Categories and Sub Categories

When a product or invoice import runs, It then imports all of the items into the transaction. If any of these columns are setup, (besides barcode), CCS will attempt to find the following field relations when importing. If it doesn't find them, it will add them to the system.

Invoice / When an invoice is imported the following related information is updated:
Barcode A unique barcode will be generated if one is not provided.
Department for the department column, if the department is not found it will be added.
CategorySame as above.
Sub Category Same as above.
Vendor Same as above.
Manufacturer Same as above.
UnitName -Same as above.
Tax
ContactWhen a contact is imported, additional lists may be created for database integrity
Status TypesThe current status of the contact.
Contact TypesThe type of contact, vendor, manufacturer client etc.
SourcesAdvertising and Referral Sources.

Product Import

When you import a list of products. This field list is what you can reference to your document. We suggest you use one description field, such as 'class' or 'subclass' with a unique entry in that column to uniquely identify that import. That way if you need to edit the imported items after the fact you can quickly reference them.

FieldName / Description
ProductNameDescription of Item, 50 characters
SKUManufacturer code
BARCODEIDBarcode of item, does not need to be unique.
UNITNAMEDescription of Size or Unit description item is provided in.
UNITPRICE Standard price of the item.
DEPARTMENTMajor group of item.
CATEGORY Group of item, also group for menu service
SUBCATEGORY Sub group of item.
CLASSOpen description of item, for grouping and reporting
SUBCLASSOpen description of item, for grouping and reporting
STYLEOpen description of item, for grouping and reporting
VENDORName of vendor or supplier.
MANUFACTURERName of Manufacturer
TAXRATECurrent tax rate for this item.
COSTCurrent cost of the item.
PRICE1Alternate price of item. Can be assigned by time based pricing, or client based pricing.
PRICE2Alternate price of item. Can be assigned by time based pricing, or client based pricing.
PRICE3Alternate price of item. Can be assigned by time based pricing, or client based pricing.
MSRPSuggested Retail Price of Item.
CASEPRICEPrice of item by case. This or the price categories is use, price categories are used through layout of menus.
CASECOSTCost of case of item.
CASEPRCE1Like price1, 2 and 3 options but for the case.
CASEPRCE2Like price1, 2 and 3 options but for the case.
CASEPRCE3Like price1, 2 and 3 options but for the case.
QTYPERCASEQuantity per case of item
ISRENTALIf the item is a rental check put a -1
ISALCOHOLIf the item is alcohol, and you need to record this, put -1
ITEMTYPENot used for importing.
ISOPENPRICEPut -1 if the item has no price.
ALLOWABLENot used.
HCPCSNot used.
COUNTRYOFORIGINDescription of origin
LEADTIMETime it takes to get the product after ordered from vendor.
CURRENTCOUNTCurrent individual unit count of item.
REORDERLEVELAmount that indicates the item should be reordered.
COLORDESCRIPTIONDescription of item color
DEPTHNumeric depth entry
HEIGHTNumeric Height
WEIGHTNumeric Weight of item
YEARSOLDNumeric age of item
DATEMADEDate format of item mm/dd/yyyy
DONOTDISCOUNTEnter -1 if item is not discountable
HYPERLINKURL Link to item
PRICECATEGORYNot used for import.
REORDERAMOUNTAmount to re-order item when count is low
REORDERUNITTYPEType of unit to re-order item, such as a case
PROOFAlcohol Proof of item
CRVCRV amount, also, sometimes users make a separate item for CRV
UNITSORDERHEIGHTSame fields as before, but for re-order
UNITSORDERWEIGHTSame fields as before, but for re-order
UNITSORDERWIDTHSame fields as before, but for re-order
UNITSORDERDEPTHSame fields as before, but for re-order
ADDTOPRODUCTCOUNTSame fields as before, but for re-order
ADUSTTOTALTare value of item.
PIECEWEIGHTIf this item is for candy, or packaged items on a scale, this is the packaging weight of the item itself, including the package.
WICEBTPut - 1 if this item is WICEBT
KCODENot used.

Best Practices

Barcodes

All items imported should have a barcode, this can be a self generated sequential number. To create uniqueness, join two fields together, one number and one set of letters unique to the spreadsheet.

Barcode Formating

If you are importing barcodes, it's suggested you put a letter in front of them. This prevents excel or other spreadsheets form confusing the number with a scientific notation that incorrectly converts the number into something it's not.

Validation of Import

If you want to validate the import, there are two things to watch out for. You want to validate the total items imported, and the sequential results of them. The second part is done this way:
Setup one column with a sequential number. This way you can view your import sorted by this number. You will want to use a field such as class, subclass, or style or another field that is not used by your import.
You can then preview the sort window using the Pivot Reporting under Office - Reporting - Pivot Reporting. Under the Advanced Tab, use a SQL statement like this one:

Select ProductName,BarcodeID,Class
FROM tblProducts
ORDER BY CAST(CLASS AS INT) \\

This statement uses the class field as the sequential number and sorts by this number. You can use the results of the statement to verify the import.

Identifying Different Import Sheets

If you are importing multiple sheets, use a unique identifier in one of the import columns to help you organize your results. If you need to delete the import because it wasn't improperly done, using the unique identifier greatly helps this. Example of a unique identifier would be to use the 'Style' field and enter 'Sheet1 in for each row. You could then do a product search on Sheet1 and pull up only those items in the results.

How to Import

Office ToolBar - Inventory - Excel Import

Stage 1 To import from CCS a import template must be added.

1. From the ToolBar Press Add. This adds a new Defined Excel Template Row. Type in the name of the import,
press enter. Then select the import type: contact, Invoice Transaction, or Products. Pressing \\enter after selecting the type will automatically save the new entry.

2. Select the fields from the center list and press the add arrow button.
3. Press - File - Generate Excel File. A new file will be created with the selected Headers.
4. Using the file, a list of contacts, inventory or transactions will be generated.

Stage 2 - Importing

1. Select the template to import from the list on the right.
2. From the toolbar go to File - Import. Navigate to the excel file and press open.
*.If this is a Invoice,when a transaction import is completed, the transaction number will be provided.


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