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Operations

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Import and Export

The Premium nsCommerceSpace has a built-in function which gives you the ability to edit your products or your orders offline and then import them into the Control Panel via comma separated values (usually referred to as ".CSV" files which can be manipulated with most spreadsheet software such as Google Docs or Microsoft Excel.) or as an .XML file.  The description of this feature is split into two sections, Import and Export.

The Import/Export Function

Import

Understanding the .CSV file Format

Importing Products

Understanding the .XML Format

Importing Variations

Export

Importing Orders

Exporting your Products

Error Messages

Exporting your Orders

 

Exporting your Customers

 

Exporting Related Search Terms Categories

 

Exporting Price Levels

 

 

 


 

 

The Import/Export Function

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The Import/Export function gives you the ability to edit your data offline, outside of your store which can make manipulating large amounts of data (adding new customers, removing obsolete products, capturing specific orders) an easier task to manage.

You have the ability to manipulate Products, Orders, Customers, Related Search Terms, Price Levels and Categories.

 

Understanding the .csv File Format

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The .csv file format is normally manipulated in a spreadsheet program (such as Google Docs or Microsoft Excel).  Once you have exported your file, you may open your file with one of these spreadsheet programs.  An example of an Product Export is shown below.

You can easily add new information (in this case, new products, by entering new lines into the CSV, following the same format as the existing data.  Click here for more information about the .csv file import/upload requirements.

NOTE: All product imports require the column product ID to exist even if they do not need a product ID on a column.  Make sure that any product to be imported has a product ID.

 

Understanding the .XML File Format

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The .xml or Extensible Markup Language file format places your information (products, orders, customers, or Price Levels) into a format that is designed for transport and storage using 3rd party programs.  While it is possible to edit an .xml file with a text editor, it is recommended that clients have some training in the language before attempting to manipulate their data using xml.  And example of an XML order export is showen below.

This is a small sample of an XML product export.  You can learn more about the XML format in general by visitng the W3Schools Website.

 


 

 

Export

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The Export function can be used to download products, orders, customers, related search terms, price levels, and categories from your storefront.  Depending on the type of export you choose, additional fields will appear to allow you to further refine your download options.  You have the option of exporting your data in either CSV,  XML, or Endicia formats.

Once you have selected your parameters and clicked the Export button, the software will generate a file.  This file is held in memory and must be downloaded to be manipulated.  After two hours, the export file will be deleted from memory.

Click the Download icon to download the desired file.

Remeber to save your Export file to an easy to remember location.  Once saved, you can manipulate the export file as necessary.

 

Exporting a Product List

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When you select the Products export, you have several options to tailor your product export to suit your needs.  These options are listed below.

  • Filter Products:  Specify whether you wish to export All products or filter your products, either by Category or Manufacturer.
  • File Type:  You have the option of exporting in either a  CSV or XML format.  Simply select the desired file type from the drop-down list.
  • Selected Fields:  You can Export All fields or Specify the fields you wish to export.  Please note that both Product ID and Product Name will always be included in your export file.  Selecting the 'Specify Fields to Export' checkbox will open the optional fields as shown below.  

Exporting your Product List filtered by Category or Manufacturer allows you to specify which Category or Manufacturer you'd like to export.  You can still select the specific field you wish to export as well.

 

Exporting an Order List (including UPS Worldship and Endicia)

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 When you select the Orders export option, you can also specify one or more of the following options:

  • Export Orders from Date:  Specific date range (i.e. 05/18/08 to 05/24/08), or select range from a drop-down list (i.e. Previous week, Current month, , etc.)
  • Export by Order Status:  Select the desired Order Status you wish to export (you can select multiple statuses.
  • File Type:  You have the option of exporting either a  CSV, XML, or an Endicia file.  Simply select the desired file type from the drop-down list.

For more information on the CSV Order Export, click here.

 

Exporting Orders to UPS Worldship & Endicia

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UPS Worldship

The UPS Worldship accepts a fixed CSV (Comma-separated values) file.  At the Import/Export page (Operations > Import/Export) select Orders export, specify your date range and export order status, then choose the standard CSV file type.

For more information on UPS Worldship, please click here.

Endicia

The Endicia shipping software accepts an XML (Extensible Markup Language) file for import.  At the Import/Export page (Operations > Import/Export) select Orders export, specify your date range and export order status, then choose the Endicia file type.

For more information on Endicia shipping software, please click here.


Exporting Customers

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When you select Customers to download, your list includes all customers.  You have the option of exporting the file in either .CSV or .XML format.

 

Exporting a Related Search Term List

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You can export your Related Search Terms as a CSV file.  For more information on Related Search Terms, click here.

 

Exporting Price Levels

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You can Export your Price Leveks as a CSV file.  You can filter the products included in the export by Category, Manufacturer, or Warehouse, or include All Products.  For more information about Price Levels, click here.

 

Exporting Categories

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You can Export Categories as a CSV file.  You can find more information about Categories here.

 

When you have made all of the necessary selections, click the Export File button. A Windows pop-up will appear asking what to do with the file. Make your selections and click OK to complete the download.

 

Once you have saved the download, you can open the file with the requisite software and edit your export.

 


 

Import

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The Import function can be used to upload Products, Orders, and Related Search Terms to your storefront.

 

Importing Products

To import products (or orders) the very first time, we recommend you start with a blank CSV file so that you can send up the data that the system expects.  This is especially important for product uploads as there are more than 30 fields, some of which are required, and some of which require very specific formatting for the storefront to accept them.

Click here for more information about the .csv file import/upload requirements.

 

Export a Blank CSV File for Products:

  1. From the Home page of your Control Panel, select the Operations tab and click the link to Import/Export.
  2. In the Export a CSV File section, click the radio button next to Products.
  3. Click Export File to download.
  4. When the pop-up displays, make sure you select Save to Disk. Then just click OKAlso note where the downloaded file is being saved, so you know where to look for it.
  5. Open your blank spreadsheet from the saved location.

 

Update Current Product Data

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If you already have products in your store you can also follow the steps above to download the most current product list and make bulk changes to the product information as needed.  Information you can change using the CSV spreadsheet includes:

  • Add/Remove assigned categories
  • Add/Remove assigned warehouses
  • Add/Remove product variations
  • Update stock amount, prices, descriptions, etc.

There is only one field that you cannot change for a product, and that is its Product ID. This ID is assigned by the system, which uses it to identify the product in order to update the information about that product. If you change the ID, the system will not be able to identify the product, and the changes will not be uploaded. Consequently, you will get an error message.

 

Add Data To Your Spreadsheet

You are now ready to populate the spreadsheet in preparation for uploading. For products, there are more than 30 fields in which you can enter information on a product. The more information you include in the spreadsheet, the more complete the information will be on your storefront.  However, not all of these fields are required for a successful upload. On this spreadsheet  you will see  all the fields listed with their formatting and other requirements.  Information for the required fields is identified as bolded text.

NOTE: Do not remove the entries in the DELETE column from the CSV.  If there are too many blank entries, your spreadsheet program might delete the entire column upon import and will cause an error.

When you have uploaded your data to the storefront, you will see the following message at the top of the Import section: The products import has completed. The Status field will also show as Processing Complete. This means that your data was successfully uploaded with no problems or errors. Now you can click on the link to View Product List, which will take you directly to the Manage Products page in the Control Panel where you can make any additional changes or updates as necessary.

 

Importing Variations

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When added or editing variations in your CSV, not all of the fields available are used since many fields are controlled by the base product information itself.  The Variations for a product are displayed in the CSV as shown below.

The variations for a product are listed with the product name first, the variation group second, and the variation option third.  If you have more variation groups and variation options, these will be listed here as well.

 The fields listed below are the fields that should be edited for variations:

  • Name
  • PartNumber (shown as Item No. on the Edit Variation page)
  • QuantityInStock (shown under Stock Quantity on the Edit Variation Page)
  • UnlimitedStock (shown under Stock Quantity on the Edit Variation Page)
  • StoreCost
  • CustomerPrice
  • MSRP
  • HandlingCost
  • WeightMajor
  • WeightMinor
  • Length
  • Width
  • Height
  • ManufacturerPartNumber
  • Enable
  • PreventPurchase
  • Delete

Editing the other columns for a variation will not affect any of your variations because these columns are controlled by the base product for the variations.

 

Importing Orders

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The product Import/Export feature allows you to maintain your basic order information in an Excel compatible .CVS file.

Updating Orders

To update order information simply modify the desired fields in the CSV file and Import it.

NOTE: The Order Status must follow the Order Status Flow.  Changing the Order Status field to an invalid status will cause an error.

 

Updating Orders

To update order information simply modify the desired fields in the CSV file and import it.

NOTE: The Order Status must follow the Order Status Flow.  Changing the Order Status field to an invalid status will cause an error.

 

Customers

The Export Customers feature allow you to view your customer list in an Excel compatible CVS file. Basic customer, billing, and shipping information is included (more information below).  We do not support importing customer information at this time.

 

Error Messages

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The most typical errors that occur in a CSV file are leaving out required information on a product and not using the correct format for a particular field. When you are uploading many lines of data, it is easy to miss something.

If something is incorrect or missing on the spreadsheet, the information on that line will not fully import and an error message will display at the top of the Import, along with a link to document, located below the Status in the Import section, with additional information on where the error occurred.  This means that the import finished, except for the lines that contained some sort of problem. You will need to find out what the problem was, fix it, and re-send the spreadsheet.

When you click on the View Error Document link, you will be opening a CSV file. Each line item in your spreadsheet that contained an error will be listed in this spreadsheet.  To see exactly what the error was, scroll to the right until you see the field labeled “Errors” (currently column AG).  This column will tell you what was incorrect that caused the upload to error out.  To import these lines successfully you must fix the errors in your spreadsheet and then re-upload the spreadsheet.

If you are unsure of what you need to do fix your data, you can refer to the data table that displays any part of an import fail, which gives information on the type of data required in a field, as well as the format in which it must be submitted.  (This is the same table that is included on page 3 in this document.)

When you re-upload, if all your errors have been corrected, your screen will display the “Import completed” message at the top of the screen.

Note:: When importing products, if a product is not assigned to a category, a default category will be created for the product, which will then be associated with that category on the storefront.