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Overview

One of the key features of Rx-Inventory is the ability to import your inventory data (from other sources/platforms) into the system. You can use this functionality to migrate existing frame data into Rx-Inventory, mass create new inventory records, or mass update existing inventory items.

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.

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Ideal Permissions for Importing Frame Data

Required Setup and Configurations

Before you start your import, review if your file has the required columns and if the values match the datatype and required values of fields. We encourage you to review the column definitions here to avoid issues during import.

Importing Frame Item Data - Instructions

To import your inventory data into the Rx-Inventory platform, follow these steps:

Basic Importing Instructions

1. Navigate to the Manage Inventory → Import section.

2. Click on the Choose File button to initiate the import process.

3. Choose the file containing your inventory data and click Open to start the import.

4. Select the appropriate delimiter format that your file is using. Currently, Rx-Inventory supports comma, pipe, semi-colon, and tab delimiters.

5. 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.

5. 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

6. 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.

7. 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.

8. You can proceed to Submit the import or go Back and modify it.

9. 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.

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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.

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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

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LINK ~ Frame Import Template ~

Import Column Definitions

Frame Columns

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Warehouse Columns

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