The Load External Price File program will allow you to load new prices from an external file into the system. These could be external files that you create yourself or files sent by outside suppliers and modified for the purpose of loading through this program. The file must meet the file layout specifications (contact Perfection Software Support for more information) in order for it to be imported and converted properly. This program is not recommended for use by anyone unfamiliar with Excel or some other data manipulation program. Once the TAB-delimited text file has been created, the new program can be used to import and convert the data.

Most of the prompts should be very familiar as it is similar to the standard price update program. The "Price File Path and File Name" prompt requires some explanation. If the price file is local to the user (running AccuTerm) it can be imported directly from the user's hard drive by prefacing the path with "ACCU:". Otherwise, it is assumed that the file is on the Server or is visible to the Server from the network, so the path would be entered accordingly. In either case, if the filename is not included, an attempt to read the directory will be made, and all files with a .TXT extension will be displayed in the standard lookup. The user can then select the file from the lookup.

After the path and file have been entered, you will be prompted to check for new units of measure:

Enter <U> to Get Units of Measure from Price File.

This process may take a few minutes to scan the data for new units of measure and data errors.

The Effective date will default to the current date but can be changed.

Up to 6 different Price Codes can be updated with this program, and they can be in any order. <B> can be entered for a Cost price code if you want to update both PC 98 and 99.

If you choose to Add parts Not on file?, entering <Y> will Add New Part Numbers that are not already setup in "Inventory Entry" (5.1.1).

The following prompt: Add units Not on file?, if answered <Y> will add units of measure not already setup in existing part numbers in "Inventory Entry" (5.1.1.).

If you choose to Use Inv Src Part File?, Enter <Y> to use the Inventory Source Part File to convert Part Numbers. This will work if there is only one part number that matches. If there are multiple parts with the same source part then this will not work.

You may Enter <Y> to use the Inv Bar Code File to convert Part Numbers. This will work if there is an exact match to a bar code entered in inventory.

Note: For an individual item in the raw data being updated, if the part is found to exist in the Inventory file, these flags will have no effect. If the part is not found in the Inventory file, the following will occur:

If you choose to use the Inventory Source Part File, and there is no match on the "normal" part number, the Inventory Source Part File will be checked to see if there is a match with the raw data being loaded; if found, the part number referenced by the source part will be updated if the Mfr Code matches also.

If you choose to use the Inventory Bar Code File, the same process is performed except the program checks the raw data part number against the Bar Code file. In addition, if the raw data contains a UPC code in the appropriate column, this UPC code is checked as well to find the matching part number if the Mfr Code matches also.

If the unit of measure is missing from the raw data, the unit size "EACH" will be used.

If the bar code data being imported contains spaces, the program will remove the spaces if the sulting bar code is 11, 12, 13, or 14 digits (not letters, just numbers).

If you chose to Add Parts Not on File, you may enter a Vendor Code to use as Current Source when creating new parts or leave blank to use the Mfr Code.

Enter Unit of Measure to Convert to. The loadpack units are on the left, yours are on the right. The program will only update parts in which the unit on the left correctly maps to the unit on the right.

For Example: the loadpack unit (on the left) may read as CS, and you call it CASE. You will need to type in CASE on the right under the Your Unit of Measure column.

There is a bottom option <U> to request to Get New Units of Measure/Validate Data again if needed.

The Optional fields prompt is important because there is no way to use these fields in an external file if the part numbers already existed. The user has the option to overwrite data for existing parts.

* Enter field codes separated by a <SPACE> to overwrite data for existing part numbers (Ex. D N G1 will overwrite Desc, Notes and Group Code 1).

* Codes: <D>escription, <N>otes, <ST>atus, <T>ax Indicator, <S>td Pack, <W>eight, <V>oc, <H>az Mat, <G1>, <G2>, <G3>, <G4> and <G5> (for Group Codes 1-5).

• Note: If using an Excel spreadsheet, the data should be loaded into column <W>.

Important: This is a powerful feature so PLEASE USE WITH CAUTION because it can result in massive data loss if improperly used. Therefore a prompt similar to the following will be displayed when converting:

WARNING! Are you sure you want to overwrite Optional Fields [G1 T] on existing parts (Y/N):

Enter <C> to Convert Price File when all prompts have been completed. The following Report prompts will follow:

Do you want report of items not on file (May be lengthy)

Do you want report of items in inventory that were NOT updated

It is generally recommended to answer <Y> to both prompts. These reports will be displayed, not printed. You can then decide whether to print, download, or ignore the reported results.

As with the Perfection Price Updates, these prices will be loaded into “Preload Prices Entry” (5.6.2.1) and must be activated in “Activate Preloaded Prices” (5.6.2.6) to take effect.