Data Importing

This function allows you to populate tables and fields in Ostendo with data from an outside source.  The procedure uses a simple Wizard that takes you through the whole process as follows.  You should note that this uses a standard data Importing function used throughout Ostendo therefore not all entry fields are required.

 

IMPORTANT NOTE:  You should be aware that, in Ostendo, the apostrophe (‘) is not allowed in ‘Key’ fields.  If the key field (Example, Customer, Supplier, Item, Descriptor, etc) in the source file contains an apostrophe then it must be amended to a ‘backwards’ apostrophe (found on your keyboard to the left of the number 1 key) before importing.  If this is not done then the import will be rejected.

You should also be aware that if you make this change when importing Suppliers then any linked Financial package should also have their Supplier Code amended

 

Step 1: Click on the appropriate ‘Radio’ button to select whether the data being imported is in a Comma Separated Value (.csv) or a Excel Spreadsheet (.xls) file format then click the ‘Next’ button.  Note: The ‘Load Specification’ button is described in Step 7

 

Step 2: Select the Table into which the data is being imported and click the ‘Next’ button

 

Step 3: Point to where the source file resides, and then inform the import routine as to the following conditions in that file:

Start at Row - From which row in the import file is the importing to commence

Field Names - tell the program which row in the import file contains headings

Record Separator - unless you have specifically defined otherwise leave this as CRLF

Text Qualifier - unless you have specifically defined otherwise leave this as “

Click the ‘Next’ button. 

 

Step 4: You should now match the fields in your .csv or .xls file with the equivalent fields required in Ostendo.  Simply click on ‘(Click here to map)’ at the top of each column and match the column content to that required by Ostendo.  Once each field has been mapped click the ‘Next’ button. 

 

Step 5: Define the format of the fields in the Import File.   This allows the import routine to convert it from the .csv file (or .xls file) format to the format defined in the Regional Settings of your computer.

 

Step 6: You can now tell the Import routine what you want it to do with the data relative to existing information in Ostendo.  I.e.:

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Append - Add all records even if they currently exist in Ostendo

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Update - Update existing Ostendo records where there is a matching key.  You will be required to identify the unique key field identity from the drop-down list

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Append/Update - Add the record if it doesn’t exist and update the record where there is a matching key.  You will be required to identify the unique key field identity from the drop-down list.

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Delete - Delete existing records where there is a matching key.  You will be required to identify the unique key field identity from the drop-down list

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Copy - Delete all existing records in Ostendo and recreate from the import file.

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Append New - Add a new record where the record in the Import file does not currently exist in Ostendo.  You will be required to identify the unique key field identity from the drop-down list

Click the ‘Next’ button. 

 

Step 7: This screen confirms your settings.  Ensure that all the settings are correct. 

 

At this point you will see that the ‘Load Specification’ button has changed to ‘Save Specification’.  If you click on this button then you can save the results of Steps 1 through 6 and use this in future rather than go through each step in turn.

 

Click the ‘Execute’ button to perform the import.