Importing Data

After installing OrderTrac, you may want to import existing data. You can import Vendors, Customers, and Inventory. Excel templates are provided for you to fill out the data to import. Fields marked with an asterisk (*) are required. Follow the instructions below to import each:
Customers:
To import customers, open OrderTrac, and go to File > Preferences and select the Customers tab.
1. Choose the ‘Excel Template’ button to download a template of the exact format the data must be in. Save this template to your computer, and fill it out will all the customer data to import
2. Once the template is complete, click ‘Import Customers’ and choose the file you saved in the last step. Click ‘OK’ to import the data.
3. Once the import is complete, an import log will be displayed. Verify each record was imported correctly!
Vendors:
To import vendors, open OrderTrac, and go to File > Preferences and select the Vendors tab.
1. Choose the ‘Excel Template’ button to download a template of the exact format the data must be in. Save this template to your computer, and fill it out will all the vendor data to import
2. Once the template is complete, click ‘Import Vendors’ and choose the file you saved in the last step. Click ‘OK’ to import the data.
3. Once the import is complete, an import log will be displayed. Verify each record was imported correctly!
Inventory:
If you have multiple locations, set up all locations in preferences before you import inventory! The ID for each location is needed on the inventory import file. If you do not do this, ALL INVENTORY WILL BE SET TO THE PRIMARY LOCATION! Follow the directions here to set up multiple locations.
To import inventory, open OrderTrac, and go to File > Preferences and select the Items tab.
1. Choose the ‘Excel Template’ button to download a template of the exact format the data must be in. Save this template to your computer, and fill it out will all the customer data to import
2. Once the template is complete, click ‘Import Inventory’ and choose the file you saved in the last step. Click ‘OK’ to import the data.
3. Once the import is complete, an import log will be displayed. Verify each record was imported correctly!
Note:
Before importing inventory, verify that the item categories are set up correctly in preferences (if you will be utilizing the item category feature). In File > Preferences on the Items tab, you can add categories in the Categories section. Enter the ID and category name. The ID, NOT the name, is what will be used on the inventory import file.
Example:
ID         Category Name
BS            Bedroom
DS              Dining

 

Testing:

To verify all data has been imported correctly, right click an item, and select Item Details. Then:

  • Verify that the vendor is correct
  • Verify the category is correct (if applicable)
  • Verify the location is correct