Comprehensive import of lease documents

Introduction

The lease management system has the ability to import data from external systems. Usually, these are documents from a supplier who does not have the ability to integrate data through EDI electronic channels, nor does he have the ability/resources to enter data into the system using shared Customer Portals. In this case, it is possible to import comprehensive data on warehouse turnover using universal importers.

These importers allow you to import data and create several necessary objects. In this case, we describe the import of commercial documents (deliveries, returns). Usually, in such a case, several objects are created in the system: Order, Delivery, Warehouse document, and then the status of the selected (target) warehouse is updated. The process is the same for both return and delivery documents.

In this document, we describe how to convert a sample document provided by the supplier to a format accepted by the importer and then carry out the final import.

Modification of source documents

The source document contains information presented in a different way than the template expected by the importer. The target document has the following data.

Figure 1. Target document

In addition, in order to be properly assigned to a clearing/warehouse account, it should have an appropriate account number. To do this, use the system configuration and, in the case of importing documents, indicate to which account the given document belongs. Accounts/structural members can be imported using another importer that includes information about this data (out of the scope of this tutorial).

Figure 2. List of components

In order to properly book the documents, an account must be provided. The account is linked to the corresponding storage location in the warehouse (facility). In the case of a lease management system, these associations are created automatically when a new structural element/job is created. In other cases, you must create this association manually.

The source document contains summary information about documents and stock levels presented in the form of columns.

Figure 3. Source document

We perform several steps to bring the document to the target format. ATTENTION. People advanced in spreadsheet editions will surely find more effective ways to obtain the final result.

Figure 4. We delete rows that do not contain quantities > 0

Figure 5. The remaining material is grouped by the type of change/document

Figure 6. We divide into individual deliveries in rows

Figure 7. Ready list in the appropriate format ready for transfer

In material quantities, the sign of the number in the case of deliveries/returns does not matter. The system automatically calculates this and the ONLY column that defines the document type is the DIRECTION field, which can be either DELIVERY or RETURN.

Figure 8. We move it to the target place in the sheets (sheet no. 3)

We use the finished file to import data into the system.

An example import template can be found here: attachment$construction_import_lease_complex_ex1.xlsx

Data import to the system

Go to the system configuration section for data import.

Figure 9. Import menu

In the "Leases" list, we get comprehensive elements that can be imported. Select Transport (Order, Delivery, Documents).

Figure 10. Items that can be imported

Data that can be imported:

Element types (comprehensively) - imported in accordance with the sample import template from sheet no. 1
Transport (order, delivery, documents) - delivery documents imported from sheet no. 3
Work orders (structures) - project structure, division into objects/structural elements using work orders - sheet no. 2
Plans of work orders (structural elements) - material list for individual structural elements - sheet No. 4

Import of transports (Order, delivery, warehouse documents)

The import is standard and is described in the main documentation and a number of other tutorials. Progress is made as follows:

We select the file to import. We upload the XLS file developed by us.

Figure 11. File selection

The import process is standard. To start the data import, select the Execute action

Figure 12. Import process

Test run. DO NOT IMPORT DATA - enabling this option will result in no saving of data in the system.
Execute - perform the import
Clear log - clear the logs from the text contained therein

If the import result is correct, the progress bar will turn green.

Figure 13. Successful import result

In the summary we receive information about possible problems.

Possible problems:

a billing account existing in the system was not found
the specified order code cannot be found in the assortment in the system
incorrect data formatting, e.g. in the value field, the text field "not applicable" or "n/a" is entered

Figure 14. Summary

Final score

After importing such data, we get the following created:

Order documents that are fulfilled
The related delivery documents that are already checked and delivered
Warehouse documents related to them - receipt/issue
Updated stock level according to the status resulting from imported documents.

Figure 15. Documents in the system

Ready ! With one import, all necessary documents were created and the inventory was updated.

This Howto is based on system version 1.21.0.0 (03.2023) and presents features that may not be available on your system. Ask AMAGE to provide this functionality.

Due to the ongoing development of the system, some screens or configuration files may look slightly different, but will still retain the full functionality described here. This does not affect the essential functions described in this document.