How do I import products into ezimerchant professional?

FAQ applies to:

ezimerchant Professional version 4

ezimerchant Professional allows you to import data from many data sources. Importing data such as product names, product codes, descriptions and prices from an existing database can save you a lot of time when first building your web site.

This FAQ is broken down into 2 steps. The first will show how to build a test database so that it is ready to import into ezimerchant Professional. The second step will explain how to import this test database into ezimerchant Professional. Once you understand how ezimerchant Professionals importing feature works you can then apply this knowledge to your own database.

Before we begin I will define some of the terms used in this FAQ:

Category:

A category is a collection of objects. In ezimerchant Professional, these objects can be either products or other categories. ezimerchant Professional can have two types of categories... 1. Parent Category 2. Sub category.

Parent Category:

A parent category is a category that will appear at the top most level in your web site. Parent categories can contain sub categories but cannot be a sub category themselves. See the picture below for an example...

Sub Category:

A sub category is a category that will appear inside another category in your web site. See the picture below for an example...

Category ID:

A Category ID is a number that ezimerchant professional uses internally to organize categories. Each category has its own unique 'Category ID' number that is stored alongside the category name and description in the ezimerchant Professional database. When importing categories we can specify a category ID number for ezimerchant Professional to use OR we can let ezimerchant Professional assign automatic numbers to each of the categories that we import. If you would like to import subcategories into ezimerchant Professional then you must specify Category ID's. (this will be made more clear later on in the document)

Parent Category ID:

As mentioned above, each category has a Category ID which uniquely identifies it in the ezimerchant Professional database. In order for ezimerchant Professional to know where in the category hierarchy the category must sit, a Parent Category ID is also stored. Each category makes reference to a Parent Category ID number. This is used by ezimerchant Professional to keep track of which categories belong where in the ezimerchant Professional database.

As you can see above, the SubCategory1 has a Parent Category ID of 1 which means that it is a subcategory of 'ParentCategory1' (because its Category ID =1)

Import Template:

An import template is a definition which tells ezimerchant Professional how to import data from an external data source. ezimerchant Professional allows you to store multiple import templates for execution at any time. This would be useful if your source (external) data changes regularly as it allows you to keep the ezimerchant Professional data up-to-date with your source (external) data. e.g. Product prices. It is easy to create these definitions in ezimerchant Professional as we provide you with a step by step wizard.

STEP 1

Creating the database

The first step in this process is to decide which products you want on your web site and where you want them. Armed with this information we can then proceed to create a database and then import the products.

The database format that you use is not all that important. ezimerchant Professional can import any database that is recognised by the Microsoft ODBC (Open Data Base Connectivity) standard.

Some of these include:

For this example I would like to create the following products using a .CSV (Comma Separated Variable) file...

The attachment (scroll all the way to the bottom) is a .CSV file which was used to create the above products in ezimerchant Professional.

Below is a representation of what is in this file...

ProductCode,ProductName,BriefDescription,DetailedDescription,CostExTax
1000,Sample Product Name 1,SampleProd1BreifDesc,SampleProd1DetDesc,5.00
2000,Sample Product Name 2,SampleProd2BreifDesc,SampleProd2DetDesc,10.00
3000,Sample Product Name 3,SampleProd3BreifDesc,SampleProd3DetDesc,15.00
4000,Sample Product Name 4,SampleProd4BreifDesc,SampleProd4DetDesc,20.00
I will now explain this file line by line in detail so you can get an idea of how ezimerchant Professionals importing works...

Line 1: ProductCode,ProductName,BriefDescription,DetailedDescription,CostExTax

The first row of data in this file is used as headings. ezimerchant Professional will IGNORE data in the first row of any database when importing so its a good idea to use this row to create headings like in the above example.

Line 2: 1000,Sample Product Name 1,SampleProd1BreifDesc,SampleProd1DetDesc,5.00

The second row of data contains the necessary information for ezimerchant Professional to import one product.

The first bit ('1000') is the products ID.
The second bit ('Sample Product Name 1') is the products name.
The third bit ('SampleProd1BreifDesc') will become the text used as this products brief description. (optional)
The forth bit ('SampleProd1DetDesc') will become the text used as this products detailed description. (optional)
The fifth bit ('5.00') is the cost/price of the product (excluding any Tax)
If we imported the above product line into ezimerchant Professional, it would create a product called 'Sample Product Name 1' with a price of '5.00'.

Line 3: 2000,Sample Product Name 2,SampleProd2BreifDesc,SampleProd2DetDesc,10.00

The third row of data contains the necessary information for ezimerchant Professional to import one product.

The first bit ('2000') is the products ID.
The second bit ('Sample Product Name 2') is the products name.
The third bit ('SampleProd2BreifDesc') will become the text used as this products brief description. (optional)
The forth bit ('SampleProd2DetDesc') will become the text used as this products detailed description. (optional)
The fifth bit ('10.00') is the cost/price of the product (excluding any Tax)
If we imported the above product line into ezimerchant Professional, it would create a product called 'Sample Product Name 2' with a price of '10.00'.

Line 4: 3000,Sample ProductName 3,SampleProd3BreifDesc,SampleProd3DetDesc,15.00

The fourth row of data contains the necessary information for ezimerchant Professional to import one product.

The first bit ('3000') is the products ID.
The second bit ('Sample Product Name 3') is the products name.
The third bit ('SampleProd3BreifDesc') will become the text used as this products brief description. (optional)
The forth bit ('SampleProd3DetDesc') will become the text used as this products detailed description. (optional)
The fifth bit ('15.00') is the cost/price of the product (excluding any Tax)

If we imported the above product line into ezimerchant Professional, it would create a product called 'Sample Product Name 3' with a price of '15.00'.

Line 5: 4000,Sample ProductName 4,SampleProd4BreifDesc,SampleProd4DetDesc,20.00

The fifth row of data contains the necessary information for ezimerchant Professional to import one product.

The first bit ('4000') is the products ID.
The second bit ('Sample Product Name 4') is the products name.
The third bit ('SampleProd4BreifDesc') will become the text used as this products brief description. (optional)
The forth bit ('SampleProd4DetDesc') will become the text used as this products detailed description. (optional)
The fifth bit ('20.00') is the cost/price of the product (excluding any Tax)

If we imported the above product line into ezimerchant Professional, it would create a product called 'Sample Product Name 4' with a price of '20.00'.

Now that you understand how to build a database with the correct data you can move on to actually importing it into ezimerchant Professional.

STEP 2

Importing the database into ezimerchant Professional

Before you begin you must have a database file that is ready to be imported. The database file can be in any supported format (see table at top of this FAQ).

In the example below I will step through importing the products.csv file that was used as an example in Step 1 of this FAQ. As .CSV files are supported directly by ezimerchant Professional there is no need to set up a data source in the Microsoft ODBC control panel. We can go straight into importing it in ezimerchant Professional.

First open ezimerchant Professional and click on 'Data Links -> Import Data' menu option...

Click the 'New' button to create a new import template.

This wizard will guide you through creating an import template in ezimerchant Professional. Click the 'Next' button.

Type in a name for your new import template. For this example I will use the name "Product Import Test" and a description of "Testing". Once you have entered a name and description click the 'Next' button.

We now need to select the type of import we want to do. Select 'Products' from the drop down box and then click 'Next'.

In this screen we need to tell ezimerchant Professional which type of database we would like to import. For this example we are importing a .CSV file so select 'CSV Text File' from the drop down list and click 'Next'.

We now have to tell ezimerchant Professional where our database file is located. Click the 'Select' button to browse for the file.

Select the 'products.csv file' and click Open...

Click the 'Next' button on this screen.

On the left hand side ezimerchant Professional lists our database's headings. You will notice that it has also split our headings into rows.

On the right hand side ezimerchant Professional lists the available fields in the ezimerchant Professional database that we can import data into.

We need to map fields from our database to those matching fields in the ezimerchant Professional database. You need to do this one at a time. Click on a field on the left to highlight it then click on the matching field on the right then click the add button...

Below is how the test database should look once all the fields are mapped...

Once all the fields are mapped you can click the 'Next' button.

Please Note: You do NOT need to map all the fields! e.g. When importing products you may only want to import a Product Code and Product Name but not a description or even a price. This is OK. The only fields that are necessary is the Product Code. The rest are optional.

Now click the 'Finish' button.

You should now see your new import template listed...

You can now execute your new import template by clicking on the 'Execute' button. ezimerchant Professional should then import the data from the products.csv file. Once the import is complete you can open the 'Manage Products and Categories' section of ezimerchant Professional to confirm that all the products have been imported.

Congratulations! You have just imported products into ezimerchant Professional.

IMPORTANT NOTES

• Make sure you have the latest version of ezimerchant Professional before attempting to import data.
• When importing database files into ezimerchant Professional you must make sure that the database file is not open in any other application otherwise an error similar to the following will result...
  
• When importing data from CSV format files it is important to remember that the CSV file format only supports field lengths of 250 characters. You must keep each field below this amount or an error will result when importing.
• Your CSV file should be saved in ANSII format.