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Overview
One of the key features of Rx-Inventory is the ability to import your inventory data. You can use this functionality to create new inventory records or update existing inventory items with new information.
Permissions
The relevant permissions for importing frame data can be found in Rx-Hub → Roles → (Specific Role) → Rx-Inventory. Learn more or get a refresher on how our User Roles and Permissions work.
To be able to import frame data, the user needs at least the Create and Update of the SKU permissions. Ideally, you would also grant them the Read permissions so they can view the frames that they imported.
Required Setup and Configurations
Format File
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It accepts most file types as long as they contain rows of delimited data using the delimiters we currently support. However, we highly recommend that you use CSV or files with .TXT file extentions when non-comma delimeter. |
\uD83D\uDCD8Importing Frame Item Data - Instructions
To import your inventory data into the Rx-Inventory platform, follow these steps:
Basic Importing Instructions
Navigate to the Manage Inventory → Import section.
Click on the Choose File button to initiate the import process.
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Important: Rx-inventory accepts most file types as long as they contain rows of delimited data using the delimiters it currently supports. However, we highly recommend that you use CSV or files with .TXT file extensions when using non-comma delimeter. The import functionality will not work with XML-based file extensions (e.g. .XLSX) and .DOCX |
Choose the file containing your inventory data and click Open to start the import.
Select the appropriate delimiter format that your file is using. Currently, Rx-Inventory supports comma, pipe, semi-colon, and tab delimiters.
You can also specify if your file is using a header row or not by toggling on the File Has Header Row checkbox. Turning off the flag will require you to map the columns to the correct fields during the import, otherwise, it will automatically map them if the headers have the same names as our fields.
The platform will validate the file and display any errors or warnings that need to be addressed. It will also show other relevant information regarding the import
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Errors - Must be fixed/addressed to continue with the import process. e.g. The file does not have columns or no matched columns yet for required fields. Warnings - Import can be completed without fixing the data. However, there might be possible errors in the values in your import file for some the records. e.g We only accept “s or y” for the stock order status, if your file has other values other than those, they will not be imported. |
Match the columns in your import file to the available Rx-Inventory columns by selecting them from the Import As select field. You can only match one column from the import file to one column in Rx-Inventory.
After you matched all the columns you want to import, click on Next. This will bring you to a confirmation page section with an overview of the total number of records that will imported and included columns.
You can proceed to Submit the import or go Back and modify it.
Once the import is complete, you will see an overview of the successful and failed imports, a count of new versus updated records, and details of the failed imports. You will also have the option to export an Error Report CSV document and a Raw Data CSV of the imported records.
Additional Importing Functionalities
Importing VisionStar Records
There is a flag that allows users during import to indicate if frame inventory information is from VisionStar. If the flag is checked, Rx-Inventory will automatically insert the trace name associated with the record using the Eye, DBL, Manufacturer, and Frame Name.
Adding Full-File Values
You can add columns in your import that will have constant values for all records in your import file. You can set this by selecting the Add Field button on the Full-File Values section to display the fields for column selection and the value. For columns with string values, the ex, otherwise, you can create the value you want for the column. You can also add multiple full-value fields in one import transaction.
Updating Existing Items
You can update the existing records on your Rx-Inventory database using the import functionality. Rx-Inventory will use either UPC or the frame identifier fields (name, brand, collection, mode, manufacturer, edge type, material, gender, color, eye, bridge, temple, and part type) to check if the frame record already exists. If the record exists, Rx-Inventory will update it with values from the import file, otherwise, it will create a new inventory record. Note that only the fields that are included in the import file will be modified.
To update existing records on import, on the Map Columns → Import Options section, tick on the Update existing items flag and proceed on the next import steps as is.
Importing Parts/Miscellaneous Items
By default, Rx-Inventory imports a record as a Whole frame item, if you want to also include frame parts or miscellaneous items, you have to check the “Import file contains parts/miscellaneous items” flag. This will make “Part Type” a required column. Note that you will need to follow the valid values for part type (misc, front, whole, temple, bridge, side_shield, clip). Also, ensure that there are no blank values for part type in any of the records.
UI Options
Show Matched Flag
When On - shows all the columns (matched and unmatched)
When Off - shows the unmatched columns only
Allow replacing used fields Flag
When On - on the column card, all columns will be available as options in the Import As field. If the field is already matched, it will show as Allocated
When Off - on the column card, only columns that are unmatched/unallocated will be available options in the Import As field
