Import Plants

In order to import a list of Plants you first need to get the information in a format that can be imported. DS|Manage360 accepts a file in CSV format which can be created in Microsoft Excel or Notepad. 

Microsoft Excel Spreadsheet: If you can get your import data in an Excel spreadsheet .csv format, congratulations ‐ you have done half the work already. The remainder of this chapter will instruct you on how to import the spreadsheet.

Text File: If you have your import data in a text file format, you need to make sure the file is comma‐delimited. Comma delimited text files are files whose information is separated by instances of a comma character. If you’re working with delimited text files, we recommend that you open the text file using Microsoft Excel and re‐saving the file as a Microsoft Excel spreadsheet. Spreadsheets are infinitely easier to work with and can enable you to make rapid layout/ information revisions. Therefore, if you’re using a comma‐delimited file, take a minute now to open the file using Microsoft Excel. Then use Microsoft Excel’s Save As... command and save the file as a Microsoft Excel Spreadsheet (.csv). Once you have converted your text file to a Microsoft Excel spreadsheet, continue to the next section.

 

Setting-up a Plant Import File

To format your spreadsheet for import, run through the following steps:

1.  Add a Column Heading Row: If your import file does not already have named column headings,  add them now. Ensure each column has a descriptive column name makes the import process much easier.

The required Column Names are Botanical Name, Common Name, Supplier, Size, and Cost

Here is an example of a formatted plant list that has all information included in.

Please note there are no empty rows, cells or columns.

 

2.  Remove “Non‐Data” Rows: Go through your import file and (except for your column headers), remove any title rows, decorative lines, total rows, etc. Starting from the row after your column headers, every row should represent a plant, except for the column headers.

3.  Remove Any Blank Rows: Delete any blank rows between plants.

4.  Save Your Spreadsheet: Save the changes to your spreadsheet. Make sure to save the file as a CSV Spreadsheet (.csv)

5.  Close Microsoft Excel: Close the Excel application.

Please Note : The order of your columns in the import file is irrelevant. DS|Manage360 can accept your data columns in any order. You will have a chance to match your columns with corresponding DS|Manage360 data during the import process.

 

Importing a Plant File

 

To import a file, first make sure you have setup the file according to the section above (Setting Up a Plant Import File). If you have already setup your file for import, proceed with the instructions below.

Make sure the file you wish to import is not open in Excel, Notepad, or any other application. The file you wish to import should be closed and stored somewhere on your local hard disk. 

You can start the Import Plant Process by going to Settings>Import Plants

1.  Step 1 of 4: Upload File

Browse to the Comma Separated Values (CSV) file you wish to import

Choose the file by clicking Open

 

Once you have completed choosing the file, now you should choose the appropriate Options:

Add New Plants - only add plants with sizes I do not have for each supplier (Go through Step 1 -3 of Import Plants Window)

Update Plants - update cost based on a SKU number (Go through Step 1-4 of Import Plants Window)

Archive Plants - archive plants that are no longer in this supplier's list  

Now you can click Upload File and go to the next step, or Click Cancel if you do not want to continue the process. 

 

2.  Step 2 of 4: Match Columns

You will be informed as to how many plants were found in the file, and it will state “We found ## plants.”

The DS|Manage Field will be made based on an exact column name match from the CSV file, but you have the opportunity to match up your data with our fields, here is a list of our columns:

 

Once you have matched the plants, review a few plants to make sure the fields line up by clicking Next

If the fields do not line up, please re-select the DS|Manage360 field from the dropdown list

If the fields line up, then click Match Columns and Continue(move onto next step)

Click Back to go back to Step 1 OR Cancel if you do not want to continue the process.

3.  Step 3 of 4: Select Required Fields 

The Category, Unit Type, Purchasing Tax, Sales Tax, and Division are required fields which do not need to be in the CSV file because you will be able to choose what you would like to set that field to according to the data in DS|Manage360

Each of the required fields will default to the first item in the drop down list 

Please Note: If you do not want the Category, Unit Type, Purchasing Tax, Sales Tax, and Division to be the same for all plants, add a Field for each of these and select each field for each plant individually in the .csv file.  Make sure the spelling is accurate to what is already in the Database and that all fields are filled in otherwise you will have duplicate items that have incorrect information.

4.  Step 4 of 4: Choose Fields to Update

By default All fields will be selected, but you can click Clear to remove all the selections and select the fields you wish to update.

Please Note: This will only update the materials in your Costbook that match the materials found in this import file.

Here is the list of available fields you can choose to update: 

Botanical Name, Common Name, Category, Supplier, Unit Type, Size, Cost, Purchasing Tax, Sales Tax and Division

Click Back to go back to Step 3, click Complete the Import to import and update based on your previous selections OR click Cancel if you do not want to continue the process.

If the Import process was successful you will see a screen that confirms this as well as the number of items imported