Walkthrough: Populating a New PILOT Company with Data

In this walkthrough, you will learn how to add data and opening inventory to your first PILOT company. A PILOT company is a test company where you can test your setup and data.

About This Walkthrough

This walkthrough provides an overview on how to do the following:

• Import setup data

• Import data

• Import opening inventory

Story

Louise's Bakery is implementing JustFood, and wants to test the product before going live. Before testing can start, data needs to be imported into the LouiseBakery_PILOT1 company.

Setup data, regular data, and opening inventory can all be imported using configuration packages.

Prerequisites

• A new blank PILOT company was created with a company status of Testing or Development.

Importing Setup Data

Setup data can be imported into the new company using the JUSTFOOD package. The JUSTFOOD package contains the typical JustFood setup.

1. Choose the Search icon, enter configuration packages, and select Configuration Packages.

2. Import the JUSTFOOD package.

   Note

   You'll need to contact your JustFood representative to obtain the JUSTFOOD package, and then store the package in an accessible folder location.

   1. On the Home tab, choose Import Package.

   2. Navigate to the JUSTFOOD package (PackageJUSTFOOD.rapidstart), and click Open. The JUSTFOOD package is added to the Configuration Packages page.

3. Double-click the JUSTFOOD package.

4. Review and update the package data. This is the data that will be imported in to the LouiseBakery_PILOT1 company.

   1. Select the table that you want to review.

   2. In the Tables tab, choose Package Data. The Config. Package Records page opens and lists the data in the package for the selected table.

   3. If required, update the data.

   4. If you don't want to import the data, delete the line.

   5. Click OK. The Config. Package Records page closes.

   6. Repeat for the remaining tables.

5. On the Home tab, choose Apply Package.

6. Click Yes to apply the package. This may take a few minutes.

7. Click OK. Any tables that had an error will be in red. If a table had an error, then the data from that table will not have been applied to the company database.

8. Correct any errors.

   1. Select the table that had the errors.

   2. On the Table tab, choose Errors. The Config. Package Records page opens showing the records that had an error.

   3. Select a line.

   4. On the Home tab, choose Show Error. Make a note of the error so that you can fix it.

   5. Close the Error page.

   6. On the Config. Package Records page, correct the data that is causing the error, and then click OK.

   7. On the Config. Package Card page, select the table where you corrected the errors.

   8. In the Functions tab, choose Apply Data.

   9. Click Yes. The package data is now applied to the company database.

      If a value other than zero exists in the No. of Package Records column, then that data was not applied to the company database.

Importing Data

You need to import company data such as customers, vendors, locations, items, etc.

This example is going to show how to import customers.

• Create the CUSTOMERS configuration package

• Export and populate the Customer spreadsheet

• Import the Customer spreadsheet

To create the CUSTOMER configuration package

1. Choose the Search icon, enter configuration packages, and select Configuration Packages.

2. On the Config. Packages page, choose the New action. A configuration package allows you to choose a table and the fields that you want to populate with data.

3. On the Config. Package Card page, populate the following fields on the General FastTab:

   • Code: Enter CUSTOMERS.

   • Package Name: Enter Customers.

4. On the Tables FastTab, in the Table ID field, select 18, which represents the Customer table.

5. Select the fields that you want to populate with data. You don't want to enter data for every customer field so you need to choose the fields that you want to add data to.

   1. On the Table tab, choose the Fields action.

   2. On the Config. Package Fields page, choose the Clear Included action. This clears the Include Field check boxes.

   3. Select the Include Field check box for the following fields: No., Name, Address, City, Contact, Phone No., Credit Limit, Country/Region Code, Post Code, County and E-Mail.

      The fields, where the Include Field check box is selected, will appear in the Excel spreadsheet where you will enter the customer information.

      Note: The County field represents the state or province.

   4. Click the Include Field column heading, select Filter and select Yes to see the fields where the check box was selected.

      The fields are listed in the spreadsheet according to the Processing Order field.

   5. Using the Move Up or Move Down actions on the Actions tab, update the order of the fields by updating the value of the Processing Order field to be the same as the screen shot below.

      For fields that have a value in the Relation Table ID field, that means you need to enter codes that exist in the system. Before you begin entering data in the Excel spreadsheet, you need to know what those codes are. In this example, the Post Code, Country/Region, and County tables need to contain the records that you will be using when adding vendor records.

   6. Close the page.

      The No. of Fields Included field was updated.

To export and populate the customer spreadsheet

These steps explain how to export the package to Excel, and to populate the spreadsheet with data.

1. Choose the Search icon, enter configuration packages, and select Configuration Packages.

2. On the Config. Packages page, open the CUSTOMERS record.

3. Export the configuration package to Excel. This creates an Excel spreadsheet with the fields that you selected.

   1. Select the Customer row in the Tables FastTab.

   2. On the Excel tab, choose the Export to Excel action.

   3. Choose Yes to continue.

   4. Save and open the spreadsheet.

4. Enter the data in the Excel spreadsheet.

   Some points to be aware of:

   • No.: You can leave this field blank since the number will be automatically populated based on the number series defined in the Customer Nos. field on the Sales & Receivables Setup page. If you want to enter customized customer numbers, you can choose to enter a value.

   • City, and ZIP Code: It is recommended that values entered in these fields exist in the Zip Codes page. If you enter values that do not exist in the page, you will NOT receive an error when importing but the zip code/city/country/state combination will not be added to the Zip Codes page.

   • State: The values entered here should exist in the States page. If the values do not exist, you will receive an error when importing the data.

   • Country/Region Code: The values entered here should exist in the Countries/Regions page. If the values do not exist, you will receive an error when importing the data.

5. Save and close the spreadsheet.

   Important

   If you do not close the spreadsheet, you cannot import it into JustFood.

To import the spreadsheet

Now that you have populated the spreadsheet with some customer data, you can now import that data into JustFood.

1. Choose the Search icon, enter configuration packages, and select Configuration Packages.

2. On the Config. Packages page, open the CUSTOMERS record.

3. On the Excel tab, choose the Import from Excel action.

4. Click Choose.

5. Select the spreadsheet that you populated with the customer data.

   The No. of Package Records field is updated to show the number of records to be applied to the database. At this point, the records have not been added to the database.

   Tip

   If the spreadsheet wasn't imported, make sure that you closed the spreadsheet in Excel.

6. Review the data. You can double-check the data and make any necessary changes.

   1. On the Tables FastTab, click the number in the No. of Package Records field.

   2. On the Config. Package Records page, review the data.

      You can update the data, or delete a line, but you cannot add lines here.

   3. Click OK to close the page.

7. Apply the data to the database. This step adds the customer records to the database.

   1. On the Tables FastTab, select the Customer row.

   2. On the Functions tab, choose the Apply Data action. This action applies the data in the selected table.

   3. Click Yes to continue. A message is displayed showing records were inserted.

   The customer records are added to the database. Any tables that had an error will be in red. If a table had an error, then the data from that table will not have been applied to the company database.

Importing Opening Inventory

Now that all of the required data has been added to the LouiseBakery_PILOT1 company, the opening inventory can be added so that Louise Bakery can start testing.

The OPENING INVENTORY package allows you to add inventory. The Item Journal table, in the OPENING INVENTORY package, allows lot numbers, item expiration dates and net weights to be loaded into the Item Journal, and then be posted without adding item tracking.

These steps are going to explain how to add lot numbers to the data without adding item tracking.

• Populate the Item Journal

• Export the OPENING INVENTORY package

• Populate the Excel spreadsheet

• Import the Excel spreadsheet

• Post the items to inventory

Prerequisites

• Data has been added to the database, such as items, locations, and bins.

• Item tracking is set up for the items being added to inventory. That is, on the Item Card page, a value was selected in the Item Tracking Code field.

To populate the item journal

You need to populate the Item Journal page with the items that you want to add data to.

1. Open the Item Journal page.

2. Select a batch name. For example, OPENINV. Make note of the batch name.

3. Delete any lines in the journal.

4. Add the following information for each item that you want to add inventory to:

   • Entry Type: Select Positive Adjmt.

   • Document No.: Enter a document number.

   • Item No. Select the item that you want to add inventory to.

   • Location Code: Select the location of the inventory.

   • Bin Code: Select the bin that the inventory will be placed in.

   • Quantity: Enter the amount of items to add to inventory.

   • Unit of Measure Code: If not populated, select a unit of measure code.

To export the OPENING INVENTORY package

1. Choose the Search icon, enter configuration packages, and select Configuration Packages.

2. On the Config. Packages page, open the OPENING INVENTORY package. This package is added when a new company is created.

3. Select the Item Journal Line record.

4. In the Excel tab, choose Export to Excel.

5. Click Yes.

6. Save the file.

To populate the Excel spreadsheet

From the Excel spreadsheet, you can enter the lot number, and choose the setting that allows you to add inventory without item tracking.

1. Open the Excel spreadsheet that you just created.

2. Delete all of the lines except for the ones where the Journal Batch Name is the same as the batch that you selected when populating the item journal.

3. Enter the lot numbers in the values in the Lot No. field.

4. If required, enter the total net weight of the items in the Net Weight field.

   Note

   If the Net Weight field is blank, then the net weight will be inherited from the item card. If the Net Weight field is zero (0), then the net weight will remain zero.

5. Enter TRUE in the Post Using Line-Level Lot No. field for all items that you want to add the lot number. This will allow you to post the records from the Item Journal without having to add item tracking.

6. Save and close the spreadsheet.

   Important

   If you do not close the spreadsheet, you cannot import it into JustFood.

To import the Excel spreadsheet

1. From the OPENING INVENTORY Config. Package Card page, select the Item Journal Line record.

2. In the Excel tab, choose Import from Excel.

3. Select the Excel spreadsheet that you just saved. The value in the No. of Package Records field is updated once the spreadsheet is imported.

4. On the Functions tab, choose Apply Data.

5. Click Yes to continue. You will receive a message saying how many records were modified.

To post the items to inventory

Now that the lot numbers have been assigned to the item, you can return to the Item Journal page, and add the items to inventory.

1. Open the Item Journal page.

2. Select the batch name that corresponds with the batch name where you added your items for opening inventory.

3. On the Home tab, choose Post.

4. Click Yes to post the journal lines.

   The items have now been added to inventory.

   Testing can begin now that the LouiseBakery_PILOT1 company is populated with data. See Working with PILOT Companies and Creating a LIVE Company for information about how to create new PILOT companies and a LIVE company.

See Also

About JustFood RapidStart
About RapidStart Walkthroughs
About JustFood Walkthroughs