Sales Imports - Orders, Invoices, Payments
From the beginning you've always been able to import files into MRSware - contacts and commission statements. Now, only in MRSweb, you are able to perform multi-stage imports, starting with daily/weekly order acknowledgement reports, followed by weekly sales/shipping reports, followed by monthly invoice and payment reports.
i Any of these reports are optional -- you could import the first and last, skipping the middle, and still have a complete picture of the process. Likewise, you can skip right to the end and just import the Commission Statement to track payments across multiple lines. And, of course, each manufacturer will send you different combinations of these reports, so each line could have any or all of these that are imported as they are received.
Let's take a look at the process for importing these reports.
From the beginning you've always been able to import files into MRSware - contacts and commission statements. Now, only in MRSweb, you are able to perform multi-stage imports, starting with daily/weekly order acknowledgement reports, followed by weekly sales/shipping reports, followed by monthly invoice and payment reports.
i Any of these reports are optional -- you could import the first and last, skipping the middle, and still have a complete picture of the process. Likewise, you can skip right to the end and just import the Commission Statement to track payments across multiple lines. And, of course, each manufacturer will send you different combinations of these reports, so each line could have any or all of these that are imported as they are received.
Let's take a look at the process for importing these reports.
In this example you just received an email from one of your manufacturers with your weekly order acknowledgement report attached and you want to enter the orders in MRSware.
! You will use the same process for all file imports:
Here's how to import a file using MRSweb's Sales Import function:
1. Login to MRSweb.
! You will use the same process for all file imports:
- Sales reports
- Orders
- Shipping
- Invoice
- Commission Payment reports
- Contacts
- leads from a tradeshow
- conference/seminar attendees
- targeted lists for a manufacturer's marketing campaign
Here's how to import a file using MRSweb's Sales Import function:
1. Login to MRSweb.
| 2. On the Home Page menu, click or tap "Sales -> Sales Import". |  |
Before you begin the import, take a look at the Sidebar, on the Sales Import page.
| There are 3 pre-filtered views on the Sales Import page:
Sales Import - this folder contains the spreadsheet data while you are uploading the file, matching the field names, and matching the data. When you click or tap "Update Records" the data no longer appears in this folder; it moves to the Imported folder. Preprocessed - this folder contains any line item(s) data that the system is unable to match because they aren't in the system yet. Examples of this type of data are new customers or new products. If you receive a warning during the Match Data step, you can move the line item(s) to the Preprocessed folder for review at a later date. Imported - this folder contains the orders that have been imported into MRSware. After you click or tap "Update Records" the data now appears in this folder. |  |
| 3. On the Sales Import page, click or tap "Actions -> Import From File". |  |
| 4. Click inside the dotted rectangle and select the manufacturer's order report. 5. Click or tap "Submit". |  |
The next step is the mapping process. During this step you will match the column headers from the manufacturer's file to the field names in MRSware*.
i It is not necessary to match all the column headers to all the fields in MRSweb. The required fields are:
i It is not necessary to match all the column headers to all the fields in MRSweb. The required fields are:
- For All Reports
- Customer Name
- Manufacturer Name
- For Order Reports
- Order Number
- Order Date
- Item Number
- Unit Price
- Quantity
- Sales Amount
- For Invoice/Payment Reports
- Invoice Number
- Invoice Date
- Sales Amount
- Commission Amount
Manufacturer's spreadsheets will have a variety of column header names in their spreadsheets. They may or may not be an exact match for the field names in MRSweb.
* ! To shorten the mapping process, you can copy and paste, into the manufacturer's file, a revised row of column headers using the exact field names in MRSweb.
Here's how to create the revised column headers, copy, and paste the revised column headers into the manufacturer's file before import:
Create:
A. Copy the column header row to a new spreadsheet. (see below, "Original", highlighted in green)
B. In a second row, underneath the original row of column headers, add the new (revised) column header names. (see below, "Revised", highlighted in yellow)
C. Save the spreadsheet, naming it something like "Revised Import Column Headers"
Copy:
D. "Copy" the revised header row you created
Paste:
E. Open the original file, "paste" the revised header row over the original header row.
F. Save the file (making note that it is a revised version of the manufacturer's file).
All of the column headers from the manufacturer's file will now match the field names in MRSweb exactly, saving you time during the import process.
Select:
G. When selecting your file (Step 4, above) make sure you choose the revised version of the spreadsheet.
* ! To shorten the mapping process, you can copy and paste, into the manufacturer's file, a revised row of column headers using the exact field names in MRSweb.
Here's how to create the revised column headers, copy, and paste the revised column headers into the manufacturer's file before import:
Create:
A. Copy the column header row to a new spreadsheet. (see below, "Original", highlighted in green)
B. In a second row, underneath the original row of column headers, add the new (revised) column header names. (see below, "Revised", highlighted in yellow)
C. Save the spreadsheet, naming it something like "Revised Import Column Headers"
Copy:
D. "Copy" the revised header row you created
Paste:
E. Open the original file, "paste" the revised header row over the original header row.
F. Save the file (making note that it is a revised version of the manufacturer's file).
All of the column headers from the manufacturer's file will now match the field names in MRSweb exactly, saving you time during the import process.
Select:
G. When selecting your file (Step 4, above) make sure you choose the revised version of the spreadsheet.
i If you choose to use a revised column header, steps 6 - 8 are not necessary.
But do double-check to make sure that all the fields are correctly matched. The first row of the selected file will show directly below the column header name.
Then proceed directly to step 9.
But do double-check to make sure that all the fields are correctly matched. The first row of the selected file will show directly below the column header name.
Then proceed directly to step 9.
| 6. Match column header names from the order report file to the field names in MRSware. MRSware field names - left File column header names - right i. The field names that are an exact match will automatically show the data from the first row of the spreadsheet. Any field names that are not an exact match will have to be matched with the column header names. |  |
| 7. Click or tap the up/down arrows next to the field name to view the column header names that are available to be matched or have not been matched. Select the column header name to match the field name. See the example to the right: "Account Number" = MRSware field name "Customer acct number" = file column header name Click or tap "Customer acct number" to match it to "Account Number". |  |
| 8. Continue to match the unmatched field names. i Notice that the column header names that are not matched remain in the drop down list. You do not need to match all column header names. See the list of required fields above. |  |
| 9. When you have finished matching the field names, click or tap "Start Import". |  |
| You will see a pop-up notifying you when the file has been uploaded. |  |
Once the file upload has completed, you will see the columns and rows displayed in the Sales Import table.
i The "Id" column header's display data that is found in MRSweb. The column headers without "Id" in their name is the data from the manufacturer's file you uploaded.
This is the time to double check the import to make sure all the data from your spreadsheet was uploaded correctly.
You can check:
i The "Id" column header's display data that is found in MRSweb. The column headers without "Id" in their name is the data from the manufacturer's file you uploaded.
This is the time to double check the import to make sure all the data from your spreadsheet was uploaded correctly.
You can check:
- the number of items (rows) that have been imported by looking at the notice on the page (in the screenshot below, it shows "This is a list of sales import. Showing 8 items." In other words, there are 8 rows with individual line items from the file that were uploaded.
- the Sales and/or the Commission Amount columns to see if the total dollar amounts match the original file.
- the Quantity, Item Number, Item Description, etc. to make sure all of the data has filled in correctly.
! Sometimes data is missing from your spreadsheet, e.g. Invoice numbers, Invoice dates, or Discounts. When this happens you have the choice of adding the data pre-import (in the spreadsheet) or post-import (in MRSweb). Often times it's faster and easier to let MRSweb add the data for you (post-import).
If you choose to add data post-import, now is the time to fill in any missing data from your spreadsheet.
If you choose to add data post-import, now is the time to fill in any missing data from your spreadsheet.
10. If you want to add data post-import, click or tap "Fill Data".
10a. When you're done, click or tap "Ok".
Here are your options:
! The last two options are automatically selected.
10a. When you're done, click or tap "Ok".
Here are your options:
- Manufacturer -click or tap "(select)" to enter the Manufacturer's name.
- Batch Number - the importer automatically enters a new Batch Number. You may change the batch number to something you prefer, e.g. your file name.
- Create Invoice Numbers - Use if the file you are importing does not contain invoice numbers.
- Set Invoice Date - Use if the file you are importing does not contain invoice dates.
- Calculate Unit Price - Use if the file you are importing contains line item detail but does not include the Unit Price.
- Calculate Discount - Use if the file you are importing does not include discounts that the manufacturer takes before paying commission.
- Apply Commission % - Use if the file you are importing does not contain commissions.
- Calculate Commission $ - Use if the file you are importing does not contain commission dollar amounts.
! The last two options are automatically selected.
- Apply to empty rows only - will enter the missing information in the rows that your file does not currently contain.
- Fix zip codes - will correct zip codes that begin with "0".
11. When all of the data, from the file looks complete, click or tap "Match Data". This will look for existing records in MRSware for matches and fill in the data Id's.
i You can click or tap "Match Data" multiple times.
A notification pops up letting you know the number of
- Existing Orders
- New Orders
- Existing Invoices
- New Invoices
- Warnings
that were uploaded in the import process to this point.
! At this point you have the opportunity to fill in any missing information in the "Id" columns (e.g. Manufacturer's name, Payment amount) or move items to the Preprocessed folder for import at a later date.
The example below fills in the file Batch Number (to easily identify the file) and the Manufacturer's Id Name. You can also add the Commission Payment Id at this time, if you are importing a commission report.
12. To fill in missing information, click or tap the circle next to the column header "Manufacturer Id". This will select all the rows.
13. Click or tap "Batch Edit" in the Sidebar.
14. Scroll down to "Manufacturer Id", toggle the button to select it. (the button is selected when showing blue and the white circle is to the right)
15. Start to type in the manufacturer's name.
15a. If the name is already in the system, the name will autocomplete. Click or tap the name to select it.
15b. If the name is not in the system, click or tap "Create New". A new Company form will open. Complete the form, click or tap "Save".
16. When done, click or tap "Update Selection".
The example below fills in the file Batch Number (to easily identify the file) and the Manufacturer's Id Name. You can also add the Commission Payment Id at this time, if you are importing a commission report.
12. To fill in missing information, click or tap the circle next to the column header "Manufacturer Id". This will select all the rows.
13. Click or tap "Batch Edit" in the Sidebar.
14. Scroll down to "Manufacturer Id", toggle the button to select it. (the button is selected when showing blue and the white circle is to the right)
15. Start to type in the manufacturer's name.
15a. If the name is already in the system, the name will autocomplete. Click or tap the name to select it.
15b. If the name is not in the system, click or tap "Create New". A new Company form will open. Complete the form, click or tap "Save".
16. When done, click or tap "Update Selection".
 |  |
17. When you're finished matching the data and/or completed any updates or moves to the Preprocessed folder, click or tap "Update Records".
A pop-up asks if you're sure you want to complete the import process.
17a. Click or tap "OK".
This will import the data into MRSware.
A notification will pop up from the bottom, stating "Records Updated".
The Sales Import folder will now be empty and the table area will show "No records found".
Look in the Preprocessed folder for the items you moved for completion at a later date.
Look in the Imported folder for the orders you've just imported.
The Sales Import folder will now be empty and the table area will show "No records found".
Look in the Preprocessed folder for the items you moved for completion at a later date.
Look in the Imported folder for the orders you've just imported.
To see the orders or invoices just imported, go to "Sales -> Order Line Item" or "Sales -> Invoice Line Item".
On the Order Line Item page, take a look at the Sidebar.
There are 3 pre-filtered views on the Order Line Item page:
To view the orders just imported, click on either the Order Line Item folder or the Open Order Line Item folder.
Scroll to the far right of the table until you see the column header "Batch Number".-
On the Order Line Item page, take a look at the Sidebar.
There are 3 pre-filtered views on the Order Line Item page:
- Order Line Item - contains all orders in the system
- Open Order Line Item - contains only orders that are not invoiced
- Cancelled Order Line Item - contains only orders that have been cancelled
To view the orders just imported, click on either the Order Line Item folder or the Open Order Line Item folder.
Scroll to the far right of the table until you see the column header "Batch Number".-
| If you are in the Order Line Item folder: Right-click on the column header "Batch Number" and select "Text Filters" In the Order Line Item Filter form, next to "equals" start to type in the Batch name you gave the import (in our example: "T&G" was all I had to type before the option "T&G Order Report 2.7.22" popped up. Click or tap the correct option. Click or tap "Apply" | In the Open Order Line Item folder: When you scroll to the far right, you may already see the correct batch number from your most recent import. Right-click on the cell with the correct Batch number and select "Equals <<the Batch name you gave the import>> (in our example: "Equals "T&G Order Report 2.7.22") |
  |  |
The orders from your import will display in the table.
Note the filter title "A filter has been applied Batch Number equals "T&G Order Report 2.7.22" under the page menu bar and the filter symbol in the column header indicating that the Batch Number column has been filtered.
Note the filter title "A filter has been applied Batch Number equals "T&G Order Report 2.7.22" under the page menu bar and the filter symbol in the column header indicating that the Batch Number column has been filtered.
Follow the same steps to import the next report received from your manufacturer.
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