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5.11. Importing Sales Order information to create the BOL Import data file.
Import Instructions and Layout for BOL Import File
There is a feature in the Star Bill of Lading program that will allow you to create an import file that will be used to create and populate the bills in the program. We call it the BOL Import file, which when setup and populated, can be used to create actual bills based on a sales orders from another system.
This may be a bit technical, for most users to accomplish, but if you have access to sales order information from another system and can manipulate the data, it can be imported directly into the bill of lading program files to be processed into actual bill of lading records.
First let us explain what is needed. You will need to create an export of data from your existing sales order information. This would then be imported into our BOL import file. After this is completed, the user would create new bills by pressing a function key (F6) that will pop up a window asking for the Sales Order number. The user keys in the sales order number and if the data resides in the import file, it will create a new bill based on this information. That is all there is to it. You will need to populate this import file on a daily, or schedule of your choice so the information stays current.
Lets start by giving you the layout of the import file that you need to send the data to. Here is the file layout for importing data into the BOL Import file.
Here is an example of the type of file you need to create. We have included some screen shots of an excel file with some test data.
When creating an import file to be imported into the system, the easiest way is to create an Excel spreadsheet. The layout would be identical to the above layout using columns for the data. One important statement is that each detail line that will be created in the BOL based on the import, needs to have a separate row or record. Also there must be a Sales Order Number assigned to each record set in the import file. The system reads through the records and creates the BOL based on the Sales Order Number. Each detail record must contain the same Sales Order number as this is the key to the file.
To run the actual import from your file to the BOL system, just run the program. Click on the File menu, then Import/Export, Import, BOL Import file load. This will run the import wizard which will be used to map the data from your file into the BOL import file. Just follow the directions in the wizard to actually import the data. On the last step, always make sure you replace the data in the import file with the new data. Unless you are only performing updates.
In the program, you also need to turn the option on that will allow the user to create the new bills with the data you provided. To do this, just run the program, click on the Setup menu, then Displayed Options fields. Then click on the System Settings tab. There is a check mark field that states - Allow Sales Order file import and selection/load. This will turn the feature on. Then, when the user wants to create a new bill using data from this file, the user just needs to be on the main screen and press the F6 key. This will bring up the Sales Order Number entry screen. Just key in an existing Sales Order Number and the program will populate the new bill with the data provided in the import file. There is also an option after the import to create all BOL's from the imported records. This will create all the bills that were loaded into the import all at once. The choice is up to you.
Here is a picture of the Sales Order Entry screen.
If you have any specific questions regarding this process, you can always contact our Support department via our web site.
Here is a link to download import file layout the import file fields.
Here is a link to download an example of an actual excel spreadsheet with headers and test data for importing.
BOLImportFileExampleWHEADERS.zip