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Overview

Import articles

Learn how to use the import feature for articles, prices and EAN numbers in Xena.

Do you have a wholesaler from whom you want to create articles for use in Xena? You can choose to import them yourself using this guide. Alternatively, you can create articles gradually as needed directly from the digital article catalog.

READ MORE: Digital article Catalog

 

Import articles/prices

Importing articles is possible from different places in Xena. Which feature best suits you depends on the goal. Importing articles can be done in the following contexts:

  • Import articles to the Archive.
  • Import articles directly to the stock in Xena (see below).
  • Import stock value and quantity to do stock management via Ledger > Primo postings
  • Importing partner article numbers for your own article numbers (article mapping).

 

Preparation for Import

Before starting the article import, here are some rules/tips for file import:

  • There should be no duplicates in the article number in the file being imported.
  • The file should at least contain the article Number and Description.
  • If you do not choose a general article group during import, the file should also include the article group per article.
  • Check the file in Excel to ensure that all fields are as they should be. Be aware that Excel may try to format long 'numbers' into formulas. You can avoid this by formatting these fields as 'Special' and choosing 'Postal code.'
  • Avoid having these characters included in the data: / < >

Try with a file containing only 10-20 articles before proceeding with the import of thousands of articles.

 

Import 

To start importing articles, go to Setup > Import/export data > Article Import

  1. Click on 'Select Files' and select the CSV file containing the article data to be imported.
  2. At the top, select the appropriate settings, depending on the data present in the chosen file. For example, you can mark 'First line contains headers' if the selected CSV file contains column headers.
  3. At the bottom, match the columns from the file with the columns in Xena, so the data is imported into the correct fields. An example is displayed based on the selected settings. Pay attention to formatting special Danish characters (æ, ø, å) correctly. If not, try changing the 'Encoding' in the settings at the top.

Once the sample data appears correct, click the 'Import' button.

If all settings are correct, and the file is as expected, the import process will start.

Billedet viser indstillinger for import af varer i Xena

 

 

Batch-delete imported articles

If you have mistakenly imported articles, you can batch-delete ALL articles in a specific article group with one click.

  1. Open the menu Setup > Article  Setup, and select the tab 'Article Groups'.
  2. Click on the article group where you imported the articles.
  3. In the 'Details' section, select the 'Articles' tab
  4. To batch-delete ALL articles, click the 'Delete articles' button.

All articles without movement will be deleted, and you can now import the articles again.

If you also want to delete the article group, click on the menu for the article group itself (the three dots in the top right corner) and select 'Delete'

 

Export Articles/Prices to CSV File

If you already have articles created in your article catalog and want to export them, for example, to adjust prices, you can export the articles in the following way:

  1. Open the menu Sales/Purchase > Article > Article Overview.
  2. Enter any filters at the top if you only want to export articles in a specific article group, for example.
  3. Click on the 'Download CSV' button at the bottom.

The file will now be downloaded. It is essential to follow this guide on how to open the articles in Excel.

 

After opening the file in Excel, you can use it, for example, to calculate new sale prices for import into Xena:

  1. You can move Row 2, which contains the headers from Xena, to Row 1.
  2. Create an additional column to calculate new prices.
  3. To be able to import the articles back into Xena, save the file as a CSV.
  4. You will see a warning that only the active sheet will be saved in the file. Click 'OK' to proceed.

 

 

Importing EAN Numbers (Barcodes)

An EAN number is simply an additional article number associated with a specific article. The file you import should contain at least 2 columns: Article Number and EAN Number (barcode number).

In the file, there should be no duplicates of EAN numbers, but one article can have multiple EAN numbers. There can also be EAN numbers with different quantities of articles, for example, one EAN number for a single cola bottle and another EAN number for the same article but in a pack of 24 cola bottles.

To import EAN numbers for your articles, go to the menu Setup > Import/Export data > Import EAN Number.

  1. Click on 'Select Files' and select the CSV file containing the article numbers and EAN numbers.
  2. At the top, select the appropriate settings, depending on the data present in the chosen file. For example, you can mark 'First line contains headers' if the selected CSV file contains column headers.
  3. At the bottom, match the columns from the file with the columns in Xena, so the data is imported into the correct fields. An example is displayed based on the selected settings.

Once the sample data appears correct, click the 'Import' button.

For more information on using articles with EAN numbers, see the guide 'Scan your articles'

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