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General Data Import Notes

Refer to the Data Import General Information page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.

Item Notes Import Notes

Timing and Preparation

There are no special timing or preparation details for the Item Notes Import. It can be run anytime after the item records have been added.

General Notes

There is a limit of 255 characters per Excel field that may limit the size of the note being imported. Excel will allow entry of more than 255 characters in a cell, but the spreadsheet will not save anything over 255 characters per cell.

The Adjutant note field does not have the same character limit, it is capable of handling much larger notes. You can manually add notes to the Item notes screen that exceed 255 characters. Work with the customer on editing their notes prior to import, or an alternate solution will have to be found for any notes over the 255 character limit.

The Item Notes Import replaces any existing notes upon import. It will not append, or add to existing notes. Importing a blank note value will delete the note.

Item Notes File Data Scrubbing

There are no unique requirements for scrubbing Item Notes data, other than the Excel character limit, detailed above.

Item Notes Import Screen (IMPORTITEMNOTE)

Menu Location: Transaction>>Importers/Exporters>>Item Control>>Item Note Import

File Name/Browse: Use the Browse button to locate and select the completed Item Notes Import template file (in XLS format).

Map Fields: Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping. Repeat for any red lines on the left that should be mapped. If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.

Export Template: Generates a blank Item Notes Import template.

Item Notes File Definitions

Required fields are indicated with an *

*Item - Adjutant item number

Note - Item note detail. The note will retain the spacing and carriage returns from the Excel field. There is a 255 character limit per field in Excel. Spaces count as characters.

RFQ - Enter a 'Y' to copy the note detail to the RFQ Note (Quote) screen in Item Master.

SO - Enter a 'Y' to copy the note detail to the SO Note (Sales Order) screen in Item Master.

PWO - Enter a 'Y' to copy the note detail to the PWO Note (Production Work Order) screen in Item Master.

INV - Enter a 'Y' to copy the note detail to the Inv Note (Invoice) screen in Item Master.

PO - Enter a 'Y' to copy the note detail to the PO Note (Purchase Order) screen in Item Master.

Item Notes Import Additional Steps

There are no additional steps needed after the import.

Item Notes Import Reconciliation

Reconciling imported data should begin with spot-checking several records field-by-field for complete data import. Pick records from the source file that have the most data columns filled in. Verify that all source file data fields imported correctly and display as expected.

Verify that imported note records display in the expected applications as line notes.

Item Notes Database Tables

ITEMMASTER - Notes are stored in the ITEMMASTER table under the associated item's IKEY. Each note is saved as a MEMO value in it's own field name as follows:

• SO Note is saved in the ITEMNOTE field
• RFQ Note is saved in the RFQNOTEI field
• PWO Note is saved in the PWONOTEI field
• INV Note is saved in the INVNOTEI field
• PO Note is saved in the PONOTEI field