Create an import file from a Microsoft Excel template

If you want to create an import file, a useful method is to use a spreadsheet program, such as Microsoft Excel. To help you get started completing an Excel sheet, you can generate an example from Profit in which the field names have already been entered.

Note:

This functionality is only available in a local installation of Profit.

The import file contains the data in columns, with each column corresponding with a field in Profit:

After you complete all the lines, save the Excel file in the CSV format. This creates an ASCII file with separators (semicolons, for example) that you can import into Profit.

To help you get started completing an Excel sheet, you can generate an example in which the field names have already been entered. This example contains the additional data for each field, such as the length and the type of the field, and whether or not the field is mandatory. If the field only allows you to enter certain fixed values from a table, you can view these values via a hyperlink. If, for example, you are importing journals, the example also contains the complete content of the Journal type code table, allowing you to enter the correct journal type on each line.

Note:

If you are using or want to use leading zeros and if you want to use them while importing, you must change the field type in Excel to 'Text'. More information about the layout of fields can be found in the Microsoft Excel Help function.

The mandatory address fields, for example, of persons and contact persons do not always display with a yellow background.

To create an import file using Microsoft Excel:

1. Go to: the import function.
2. Select Import through a new to be created definition.
3. Click on: Next.
4. Select the import file.

   For example:

   Note: 

   You must select a file, otherwise you will not be able to continue with the next step. Profit does not use this file for the actual import, which is why you can select any random file.

5.  Click repeatedly on: Next. A view with fields is displayed.
6. Select the Only show mandatory fields check box if you only want to include mandatory fields in the template (these are the fields with a yellow background).
7. Click on: Excel template.
8. Profit asks if you want to add the import definition to an existing Excel file.
   • If you want to add multiple import definitions to the same Excel file, click on Yes and select the Excel file.
   • If you only want to add this import definition to a new Excel file, click on No.

   Profit exports all the fields from the import definition to an Excel file.

   The Excel worksheet shows all the relevant data per field, including a brief explanation.

9. Open the worksheet: Index.

   This worksheet shows an overview of all relevant tables.

10. The worksheet with the Profit fields contains hyperlinks to code tables. Here you see the codes you can include in the import file.
11. On the tab with the fields, you can enter lines to be directly imported from row 8.
12. Save the file as a .csv file.

    Check the csv file before importing it into Profit.