Import

Datum: 2019-08-28
Versie: 1.1

General

There is a lot of data in Ecmanage that can have an influence on the operation of the system. All this data can be added via administration screens, but it is easier to enter data in bulk, or set up multiple environments with the same data.

Why XML and not Excel directly? The intermediate step to XML has many technical advantages. For example, it is easier for these files to be processed by an application. This XML file can also be made by other applications. It may also be possible to make an export of your current system into XML format and convert this file to the XML format required by Ecmanage.

The advantage of using Excel is that for you as a user, it is a simple and easy-to-understand method to collect data. As far as the application is concerned, every version of Excel is different, which means it is not yet possible for us to process Excel files directly.

To be able to start you must log in to the customer environment:

In this respect, “supplier” is the same as the name provided with the purchase of Ecmanage. And “customer” is the same as the company code entered when creating the customer environment.

You will then enter the log-in screen of the customer environment. Log in as a user who has the authority to manage master data. By default, these are the customer admin and supplier admin roles.

In principle, anyone with access to the page with the import module can import data. However, the moment someone becomes part of a department, they are limited to the data available within that department or underlying departments. The chapters in this document go into more detail per import sheet.

Create XML files

Excel import templates can be downloaded via the Ecmanage wiki:

In these Excel files, the columns are linked to XML schematics to ensure the Excel files can be saved as XML.

When making changes to the file, the structure of the table must remain intact. The first line in each document describes which field is linked to each column. These texts can be changed if required. These lines also contain a tool tip with explanations for each column. This is displayed as soon as you hover the mouse over the field.

An example of a tooltip is shown below:

img_importsheet_tooltip

Once the Excel file is filled with the desired data, it must be saved as an XML file so it can be offered to Ecmanage.

Saving the XML data in Excel is different for each version and language, but often comes down to the same process: Save as XML Data.

For Office 2013 in English, it looks like this:

img_importsheet_save_en

During the save, a warning will be displayed to say the formatting will be lost. This is exactly the intention for the XML file that we generate. Choose Continue.

Always save the file as an Excel Workbook as well. You will then have a backup to use for changes later.

An .xml file is created after saving. If you open it with a word processor, you will see the content and it will look something like this:

img_importsheet_xml_notepad

During the save, a warning will be displayed to say the formatting will be lost. This is exactly the intention for the XML file that we generate. Choose Continue.

Always save the file as an Excel Workbook as well. You will then have a backup to use for changes later.

An .xml file is created after saving. If you open it with a word processor, you will see the content and it will look something like this:

Importing XML files into Ecmanage

After the XML files have been generated, they must be offered to Ecmanage so the system can process the data.

Go to the customer environment where the data should be added to Maintenance >> Import data:

img_import_importdata

Select the XML file and choose whether the file should be imported at file level or line level:

File
All changes to the file are only saved if all the data in the file is valid. If there is only one line that causes an error message, everything will be returned to the original state.
Line
All valid lines in the file are saved, and all lines containing an error message will be ignored and, therefore, not implemented.

Then press Import to offer the file. This is listed below in the import list:

img_import_importqueue

The empty bar and the clock (img_import_wait) on the left shows that this import is on hold. The system periodically checks for import files that are on hold; it will only process a maximum of 1 at a time, and these will be imported in the order of the date of the import for each customer environment.

As soon as the system picks up the import, the clock will change into a gearwheel (img_import_busy) to show that it is busy. During this process, the system will keep track of the progress. By going back to the Import page again, or by clicking on “Refresh import list”, you can retrieve the status and you see how far it is using the bar and the percentage figure.

By clicking on the img_import_source-icon, you can request the XML that is being/will be used. Once the import has been processed, there are 4 possible results:

  • The entire import has been processed successfully. The gearwheel changes to a green check mark (img_import_success) and the bar will be completely green
  • Part of the import has been processed successfully (by importing the import as “Line level” with errors). The gearwheel then changes to a yellow check mark (img_import_partial) and the bar will be completely green
  • The import failed and returned to the original state, no data was processed. The gearwheel changes into a red minus sign (img_import_fail) and the bar will be completely red
  • A critical error occurred during import so all data has been returned to the original state. The gearwheel then changes to a red exclamation mark (img_import_error) and the bar will be completely red. In this case, something went wrong on the technical side and we recommend contacting the service desk.

Also, for the icon, 2 img_import_source-icons will be visible:

  • img_import_result The result of the import can be viewed by clicking on this icon. If an import has gone wrong, a description of why it went wrong will be provided.
  • img_import_retry By clicking on this icon, the date of the import will be reset and the import offered again. This is especially useful if the import went wrong due to data from another sheet being missing. After adding the missing data, you can add the import again, or simply try the import again using this icon.

The imports shown in the list can be decided with the help of the other selection fields. By default, the 25 latest imports are displayed.

1. Employment types

Download the Excel import template for employment types: here.

The XML that applies to the import of employment types is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<employmenttypes>
   <employmenttype name="Fulltime"
                   employmenttypeid_extern="FT"
                   language="en-GB" />
</employmenttypes>

A description of all the fields can be found below:

Field name in Excel: Name
Field name in XML: name
Type of field: Max 250 characters
Mandatory: Yes
Description: This is the employment contract name.
   
Field name in Excel: External Id
Field name in XML: employmenttypeid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: This is a unique code for the employment contract. This is used later, to link people and packages for example.
   
Field name in Excel: Language
Field name in XML: language
Type of field: Language in the form “xx-YY”. xx is the ISO 639-1 language code, YY is the ISO 3166-1 alpha 2 country code. Max. 5 characters.
Mandatory: No
Description: This describes the language that the name of this employment contract is in.

2. Functions

Download the Excel import template for functions: here.

The XML that applies to importing functions is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<functions>
   <function description="Meterreader"
             functionid_extern="F01"
             language="en-GB" />
</functions>

A description of all the fields can be found below:

Field name in Excel: Name
Field name in XML: description
Type of field: Max 250 characters
Mandatory: Yes
Description: This is the function name.
   
Field name in Excel: External ID
Field name in XML: functionid_extern
Type of field: Max 30 characters
Mandatory: Yes
Description: This is a unique code for the function. This is used later, to link people and packages for example.
   
Field name in Excel: Language
Field name in XML: language
Type of field: Language in the form “xx-YY”. xx is the ISO 639-1 language code, YY is the ISO 3166-1 alpha 2 country code. Max. 5 characters.
Mandatory: No
Description: This describes the language that the name of this function is in.

3. Product groups

Download the Excel import template for product groups: here.

The XML that applies to importing product groups is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<productgroups>
   <productgroup name="Trousers"
                 productgroupid_extern="TRO"
                 sortorder=""
                 parentgroupid=""
                 description="group description"
                 language="en-GB" />
</productgroups>

A description of all the fields can be found below:

Field name in Excel: Name
Field name in XML: name
Type of field: Max 250 characters
Mandatory: Yes
Description: This is the product group name. This is shown in the security screen.
   
Field name in Excel: External Id
Field name in XML: productgroupid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: This is a unique code for the product group. This is used to link products at a later stage.
   
Field name in Excel: Sort order
Field name in XML: sortorder
Type of field: Numeriek
Mandatory: No
Description: This allows setting of the order the product groups will be displayed. This must be a number. The lower the number, the further up the order list the product group is shown.
   
Field name in Excel: External Id parent-product group
Field name in XML: parentgroupid
Type of field: Max 20 characters
Mandatory: No
Description: Enter the external ID of the product group that this group is hierarchically included into. Or leave it blank to create this group at the top of the hierarchy.
   
Field name in Excel: Description
Field name in XML: description
Type of field: Max 250 characters
Mandatory: No
Description: An optional description for the product group. This is currently only shown in the administration screen.
   
Field name in Excel: Language
Field name in XML: language
Type of field: Language in the form “xx-YY”. xx is the ISO 639-1 language code, YY is the ISO 3166-1 alpha 2 country code. Max. 5 characters.
Mandatory: No
Description: This describes the language that the name of this product group is in.

As can be seen in the description of External ID Parent-product group, it is possible to make product groups hierarchical. For example, by importing these product groups in such a way:

productgroupid_extern name parentgroupid
CLO Clothing  
TROUS Trousers CLO
FOOTWEAR Footwear CLO
BOOT Boots FOOTWEAR
SHOE Schoes FOOTWEAR
SWEATER Sweaters CLO
WOOLSWEA Wool Sweaters SWEATER
PPE PPE  

You will get the following tree structure:

img_productgrouptree

4. Products

Download the Excel import template for products: here.

The XML that applies to importing products is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<products>
   <product productid_extern="TUG-101"
            productgroupid_extern="BRK"
            name="Winter trousers"
            description="Lined winter trousers"
            productsortorder=""
            productrules=""
            productcode=""
            max_per_order=""
            vatcode=""
            lifespan=""
            language="en-GB"
            active= "Y" />
</products>

A description of all the fields can be found below:

Field name in Excel: Product No.
Field name in XML: productid_extern
Type of field: Max 40 characters
Mandatory: Yes
Description: This is a unique code for the product. For example, using this number, a package determines whether a user can order it. This number will also be shown to the user in the order screen.
   
Field name in Excel: External Id Product group
Field name in XML: productgroupid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: This is the code of the product group that this product belongs to. The product is shown in the security screen under the corresponding group.
   
Field name in Excel: Name
Field name in XML: name
Type of field: Max 250 characters
Mandatory: Yes
Description: This is the product name. This name is shown, for example, in reports and when ordering.
   
Field name in Excel: Description
Field name in XML: description
Type of field: Max 2000 characters
Mandatory: Yes
Description: Extensive information about the product. This can be shown in the order screen by clicking on the article for additional information.
   
Field name in Excel: Sort order
Field name in XML: sortorder
Type of field: Numeriek
Mandatory: No
Description: This allows the setting of the order in which the products within a product group are displayed. This must be a number. The lower the number, the further up the order list the product group is shown.
   
Field name in Excel: Product rules
Field name in XML: productrules
Type of field: Max 200 characters
Mandatory: No
Description: If use is made of product size deviation rules (“parameters”), the parameters of the product and their sort order can be filled in here.
   
Field name in Excel: Product code
Field name in XML: productcode
Type of field: Max 20 characters
Mandatory: No
Description: An optional field to enter the code of a product. This is useful if, for example, the item number shown during ordering does not match the number in the ERP system.
   
Field name in Excel: Max per order
Field name in XML: max_per_order
Type of field: Numeric
Mandatory: No
Description: By setting a number greater than 0 here, it is possible to limit the number of times an order for this product can be placed in each order.
   
Field name in Excel: Lifespan
Field name in XML: lifespan
Type of field: Numeric
Mandatory: No
Description: If the Signalling module is active, this field can be filled with the number of days.
   
Field name in Excel: VAT code
Field name in XML: vatcode
Type of field: Max 50 characters
Mandatory: No
Description: If the use of VAT is enabled, the code in this field is used to determine which VAT applies to this product.
   
Field name in Excel: Language
Field name in XML: language
Type of field: Language in the form “xx-YY”. xx is the ISO 639-1 language code, YY is the ISO 3166-1 alpha 2 country code. Max. 5 characters.
Mandatory: No
Description: This describes the language that the name and description of this product are in.
   
Field name in Excel: Active
Field name in XML: active
Type of field: Y/N If empty, Y is used. Max. characters 1.
Mandatory: No
Description: This determines whether the item is active or not.

Product images

It is possible to link images to products. During the time of ordering, the article can be clicked for more information. An image, if present, will then be displayed. You can also click on the image to zoom.

There are a number of important considerations to take into account for product images:

  • The file format
  • The dimensions
  • The file name

Two options are valid for the file format: .jpg and .png. PLEASE NOTE: The system first looks for a .jpg, if this is not found, it will look for a .png. If a product has both .jpg and .png images, the .jpg will be shown.

The optimal dimensions for an ordinary product image are 200 pixels wide and 300 pixels high. If the image is larger, the system will reduce the image. As a result, the import will take a little longer and the quality of the image will not be guaranteed.

The file name of the image must match the product number of the product it belongs to. So for product with article number “TUG-101” the image must be named “TUG-101.jpg”. If the item number contains a character that is not valid in a file name (such as a slash) it can be replaced with a dash (_). So, for a product with article number “TUG-555/01” the image must be named “TUG-555_01.jpg”.

It is also possible to zoom in on the product screen in the order screen if an additional image has been imported. This works in the same way as normal images, only the file name is supplemented with “_L”. So, for a zoomed product image with item number “TUG-101”, the file name will be “TUG-101_L.jpg”.

This zoomed image is not automatically resized, please note that the larger the photo, the more detail, but also the longer it takes for the user to download it.

Importing images is carried out on the same screen as the import sheets themselves: Maintenance >> Import data. Click on “Product photos” at the top right.

Here you will see a screen that is similar to that for the import sheets. You can offer a file and process it:

img_import_productphotos

The big exception is that you do not offer the images one by one, but all of them at the same time by putting them in a zip file and then uploading them. These images must be contained in the root folder of the zip file, not in a folder within the zip file.

The zip file is also immediately unpacked and processed, which means there is no import list applicable.

5. Assortment

Download the Excel import template for assortment: here.

The XML that applies to importing assortment is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<assortments>
   <assortment productid_extern="TUG-101"
               assortmentid_extern="TUG-101_42"
               size="42"
               sizesortorder=""
               internalvalue="80"
               instock="U"
               active="Y"
               activefrom="2011-03-11"
               max_per_order="0"
               ordermultiple="1"
               discontinued="Y"
               replacementid="13" />
</assortments>

A description of all the fields can be found below:

Field name in Excel: Product No.
Field name in XML: productid_extern
Type of field: Max 40 characters
Mandatory: Yes
Description: Enter the unique code of the product in which this size and price belongs.
   
Field name in Excel: Assortiment Id
Field name in XML: assortmentid_extern
Type of field: Max 50 characters
Mandatory: Yes
Description: This is the unique code for this size and price. Some ERP systems do not use this and instead, use the item number in combination with the size name. In this case, we recommend this field be filled in with the item number and the size connected. This will ensure the code remains unique.
   
Field name in Excel: Size
Field name in XML: measurevalue
Type of field: Max 10 characters
Mandatory: Ja
Description: This is the size name. This is the size that the user sees, while ordering for example.
   
Field name in Excel: Sort order
Field name in XML: sizesortorder
Type of field: Numeriek
Mandatory: No
Description: This can be used to set the order in which the sizes of a product are displayed. This must be a number. The lower the number, the further up the list of sizes it will be shown.
   
Field name in Excel: Value
Field name in XML: internalvalue
Type of field: Decimaal
Mandatory: Yes
Description: This is the price of this size of the product.
   
Field name in Excel: Supply
Field name in XML: instock
Type of field: I/A/N/U
Mandatory: Yes
Description:

You can also display an icon that represents a stock indication in the order screen:

Waarde Icon | Description
I img_icon_stock_I In stock
A img_icon_stock_A Average stock
N img_icon_stock_N Not in stock
U img_icon_stock_U Unknown stock
   
Field name in Excel: Active
Field name in XML: active
Type of field: Y/N
Mandatory: Yes
Description: Indicates whether this size is active. If not, it cannot be ordered (from the start date) and vice versa.
   
Field name in Excel: Active from
Field name in XML: activefrom
Type of field: Date in the form YYYY-MM-DD
Mandatory: Yes
Description: Indicates when this line will come into effect. By importing multiple lines with different entry dates for 1 size, this size can change over time (e.g. active/inactive or varying prices).
   
Field name in Excel: Max per order
Field name in XML: max_per_order
Type of field: Numeric
Mandatory: No
Description: By setting a number greater than 0 here, it is possible to limit the number of times an order for this product can be placed in each order. This value overwrites the maximum per order at product level.
   
Field name in Excel: Order multiple
Field name in XML: ordermultiple
Type of field: Numeric
Mandatory: No
Description: If the order multiple validation is active and this field has been filled in, only a multiple of it can be ordered when ordering.
   
Field name in Excel: Discontinued
Field name in XML: discontinued
Type of field: N/A
Mandatory: No
Description: Indicates this size is discontinued. If this is set to ‘Y’ then when a size is no longer in stock, it will not be displayed when placing an other.
   
Field name in Excel: Replacement Id
Field name in XML: replacementid
Type of field: Max 50 characters
Mandatory: No
Description: If the order multiple validation is active and this field has been filled in, only a multiple of it can be ordered when ordering.

6. Departments

Download the Excel import template for departments: here.

The XML that applies to importing departments is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<departments>
   <department name="Department 1"
               acro="DEP1"
               projectcode=""
               parentdepartment=""
               preamble=""
               street="Street Name"
               extra=""
               primarynumber="1"
               additionalnumber=""
               zipcode="1234AB"
               city="City/Town"
               countrycode="UK"
               addresstypeid=""
               active="Y" />
</departments>

A description of all the fields can be found below:

Field name in Excel: Name
Field name in XML: name
Type of field: Max 80 characters
Mandatory: Yes
Description: This is the department name.
   
Field name in Excel: Acronym
Field name in XML: acro
Type of field: Max 50 characters
Mandatory: Yes
Description: Just like the acronym of the client environment itself, this is a unique code for the department. This is used to link the user to the department.
   
Field name in Excel: Reference code
Field name in XML: projectcode
Type of field: Max 80 characters
Mandatory: No
Description: Extra field to link a code to the department. This is generally used for a debtor number.
   
Field name in Excel: Acronym parent department
Field name in XML: parentdepartment
Type of field: Max 50 characters
Mandatory: No
Description: Enter the acronym of the department under which this department is hierarchically included. Or leave it empty to create this department under the customer. Note! A check is carried out to see whether the acronym already exists, so make sure the acronym of the main department already exists.
   
Field name in Excel: Preamble
Field name in XML: preamble
Type of field: Max 200 characters
Mandatory: No
Description: Not shown by default. But is an optional field for the address.
   
Field name in Excel: Street
Field name in XML: street
Type of field: Max 200 characters
Mandatory: Yes
Description: The street name of the department address.
   
Field name in Excel: Extra
Field name in XML: extra
Type of field: Max 200 characters
Mandatory: No
Description: Not shown by default. But is an optional field for the address.
   
Field name in Excel: Number
Field name in XML: primarynumber
Type of field: Numeriek, max 5 characters
Mandatory: Yes
Description: The house number of the department address.
   
Field name in Excel: Addition
Field name in XML: additionalnumber
Type of field: Max 10 characters
Mandatory: No
Description: Any addition that may be required to the house number of the department address.
   
Field name in Excel: Zipcode
Field name in XML: zipcode
Type of field: Max 10 characters
Mandatory: Yes
Description: The post code of the department address.
   
Field name in Excel: City
Field name in XML: city
Type of field: Max 40 characters
Mandatory: Yes
Description: The city/town name of the department address.
   
Field name in Excel: Country code
Field name in XML: countrycode
Type of field: De alpha 3 landcode uit ISO 3166-1
Mandatory: Yes
Description: This determines the country of the department address.
   
Field name in Excel: Adress type
Field name in XML: addresstypeid
Type of field: 1/4
Mandatory: No
Description:
Indicates what kind of address this is.
4 = department address, 1 = return address.
By default, the return address in the system is the address of the supplier himself. It is possible to set a return address for each department. A type 1 address will only have an effect in the system if it is activated..
   
Field name in Excel: Active
Field name in XML: active
Type of field: Y/N
Mandatory: No
Description: Determines whether the department is active. If not, it will not be used in the system and everybody in this department and any underlying departments will be considered inactive. If the field is left empty for a new department it uses “Y”, and for an existing department, the existing value is used.

7. Persons

Download the Excel import template for persons: here.

The XML that applies to importing persons is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<persons>
   <person personid_extern="HRM001"
           functionid_extern="F01"
           employmenttypeid_extern="VT"
           companyid_extern="OFFICE"
           datestart="2011-02-08"
           genderid="M"
           firstname="First Name"
           lastname="Surname"
           middlename=""
           username="initialsurname"
           password="1234abcd"
           title=""
           suffix=""
           prefix=""
           active="Y"
           authorised="Y"
           remarks=""
           email="initial.surname@company.co.uk"
           isolanguage="en-GB"
           startset_ordered="N"
           reorder_startset_date="2012-01-01"
           signed_agreement="Y"
           measurements=""
           budget="10"
           role="carrier"
           use_custom_products="Y"
           reference_1=""
           reference_2=""
           reference_3=""
           reference_4=""
           reference_5="" />
</persons>

A description of all the fields can be found below:

Field name in Excel: Employee id
Field name in XML: personid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: This is the personnel number. This has to be a unique number.
   
Field name in Excel: Function id
Field name in XML: functionid_extern
Type of field: Max 500 characters
Mandatory: Yes
Description: This is a unique code for the function. This is used later, to link people and packages for example. You can assign multiple functions per person to one person. They can be separated with a semicolon.
   
Field name in Excel: Employment type id
Field name in XML: employmenttypeid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: This is a unique code for the employment contract. This is used later, to link people and packages for example.
   
Field name in Excel: Department acronym
Field name in XML: companyid_extern
Type of field: Max 50 characters
Mandatory: No
Description: This is a unique code for the department. This is used to link the user to the department. When this field is left empty, the person will be added directly to the customer department.
   
Field name in Excel: Login from
Field name in XML: datestart
Type of field: YYYY-MM-DD, max 10 characters
Mandatory: Yes
Description: This is the date on which the carrier becomes active in the system.
   
Field name in Excel: Gender
Field name in XML: genderid
Type of field: M/F, max. 1 character
Mandatory: Yes
Description: This is a unique gender code. M = Male and F = Female.
   
Field name in Excel: First name
Field name in XML: firstname
Type of field: Max 40 characters
Mandatory: Yes
Description: The full first name or initial(s) of the carrier.
   
Field name in Excel: Last name
Field name in XML: lastname
Type of field: Max 50 characters
Mandatory: Yes
Description: The last name of the carrier.
   
Field name in Excel: Middle name
Field name in XML: middlename
Type of field: Max 20 characters
Mandatory: No
Description: Such as, van de, etc.
   
Field name in Excel: Username
Field name in XML: username
Type of field: Max 60 characters
Mandatory: Yes
Description: Username to log into the system. It is recommended that the personnel number be used for this. This simplifies communication.
   
Field name in Excel: Password
Field name in XML: password
Type of field:

Max. 40 characters, the password must consist of at least 8 characters, and must satisfy 3 of the following conditions:

  1. contain a lowercase letter
  2. contain an uppercase letter
  3. contain a number
  4. contain a special character
Mandatory: No
Description:

Username for use when logging in. It is recommended that the password be used to process the personnel number. For example: 123456Welcome Upon first login, the user must change the password.

If the field is left empty, the existing password will be retained. In the event of a new user, he/she will receive a generated password. The temporary password is not available for more than 30 days.

   
Field name in Excel: Title
Field name in XML: title
Type of field: Max 10 characters
Mandatory: No
Description: Dr, Prof, etc.
   
Field name in Excel: Suffix
Field name in XML: suffix
Type of field: Max 20 characters
Mandatory: No
Description: For example: Sr
   
Field name in Excel: Prefix
Field name in XML: prefix
Type of field: Max 20 characters
Mandatory: No
Description: Mrs or Mr
   
Field name in Excel: Active?
Field name in XML: active
Type of field: Y/N max. 1 character
Mandatory: Yes
Description: Must be active if it is to be used in the system.
   
Field name in Excel: Authorized?
Field name in XML: authorised
Type of field: Y/N max. 1 character
Mandatory: Yes
Description: Permission to log in. Default Y = Yes.
   
Field name in Excel: Remarks
Field name in XML: remarks
Type of field: Max 2000 characters
Mandatory: No
Description: General remarks about the carrier can be placed in this field. For example: Allergic to nickel.
   
Field name in Excel: Email
Field name in XML: email
Type of field: Max 300 characters
Mandatory: No
Description: The email address of the carrier can be placed in this field. This may be a private or business email address.
   
Field name in Excel: Language
Field name in XML: isolanguage
Type of field: Language in the form “xx-YY”. xx is the ISO 639-1 language code, YY is the ISO 3166-1 alpha 2 country code. Max. 5 characters.
Mandatory: No
Description: This describes the language that the name and description of this product are in.
   
Field name in Excel: Startset ordered?
Field name in XML: startset_ordered
Type of field: Y/N
Mandatory: No
Description: Indicates whether this person has already ordered their start set. Will automatically be set to Y when a person places a start set order. If left empty the system will default to N for new persons and keep the existing value for existing persons.
   
Field name in Excel: Startset order date
Field name in XML: reorder_startset_date
Type of field: JJJJ-MM-DD, max 10 characters
Mandatory: No
Description: Date on which a new starter package can be ordered. If not used, a date in the future must be entered
   
Field name in Excel: Signed agreement?
Field name in XML: signed_agreement
Type of field: Y/N
Mandatory: No
Description: Optional field to indicate whether the carrier has signed an agreement.
   
Field name in Excel: Size info
Field name in XML: measurements
Type of field: Max 2000 characters.
Mandatory: No
Description: Free field for apply data for size measurement of carriers (see also menu Maintenance >> Users >> Manage dimensions -> Size information). If left empty, the existing measurement data will be retained.
   
Field name in Excel: Budget
Field name in XML: budget
Type of field: Decimaal
Mandatory: No
Description: The budget allocated to a new carrier. A decimal point must be used for decimals.
   
Field name in Excel: Rol(s)
Field name in XML: role
Type of field: Max 500 characters.
Mandatory: No
Description: If this is left empty, the role of the carrier is assigned by default. It is possible to use multiple roles in the sheet. They can be separated with a semicolon.
   
Field name in Excel: Can order custom products?
Field name in XML: use_custom_products
Type of field: Y/N
Mandatory: No
Description: Optional field to indicate whether the person can order personal products.
   
Field name in Excel: Reference 1,2,3,4 and 5
Field name in XML: reference_x
Type of field: Max 2000 characters.
Mandatory: No
Description: This is one of the free reference fields that can be filled in at will.

8. Addresses

Download the Excel import template for adresses: here.

The XML that applies to importing addresses is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<addresses>
   <address personid_extern="123456"
            addresstypeid="2"
            street="Hampton Road"
            primarynumber="12"
            additionalnumber=""
            zipcode="WC2B 5JJ"
            city="London"
            countrycode="GBR"
            datefrom=""
                    delete="Y" />
</addresses>

A description of all the fields can be found below:

Field name in Excel: Employee id
Field name in XML: personid_extern
Formaat: Max 20 characters
Mandatory: Yes
Description: This is the personnel number of the person.
   
Field name in Excel: Address type
Field name in XML: addresstype
Formaat: Max 1 characters
Mandatory: Yes
Description: Address code: | 1 = delivery address | 2 = work address | 3 = home address | A separate line must be used for each address type.
   
Field name in Excel: Street
Field name in XML: street
Type of field: Max 40 characters
Mandatory: Yes
Description: The street name in the address of the person.
   
Field name in Excel: Extra
Field name in XML: extra
Type of field: Max 200 characters
Mandatory: No
Description: Not shown by default. But is an optional field for the address of the person.
   
Field name in Excel: Number
Field name in XML: primarynumber
Type of field: Numeriek, max 5 characters
Mandatory: Yes
Description: House number of the address.
   
Field name in Excel: Preamble
Field name in XML: additionalnumber
Type of field: Max 10 characters
Mandatory: No
Description: Addition to house number of the address.
   
Field name in Excel: Zipcode
Field name in XML: zipcode
Type of field: Max 10 characters
Mandatory: Yes
Description: Post code of the address.
   
Field name in Excel: City
Field name in XML: city
Type of field: Max 40 characters
Mandatory: Yes
Description: City/Town name of the address.
   
Field name in Excel: Country code
Field name in XML: countrycode
Type of field: The ISO 3166-1 alpha 3 country code
Mandatory: Yes
Description: This determines the country of the department address.
   
Field name in Excel: Active from
Field name in XML: datefrom
Type of field: YYYY-MM-DD
Mandatory: Yes
Description: Default date of entry or the date that the address should be active may be in the future.
   
Field name in Excel: Delete
Field name in XML: delete
Type of field: Y/N
Mandatory: No
Description: An optional field to indicate the address of the given type for the given person has to be deleted instead of added or updated.

9. Attributes

Download the Excel import template for attributes: here.

The XML that applies to importing attributes is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<attributes>
   <attribute classname="PRODUCT"
              object_id_extern="TUG-101"
              attribute_id_extern="WASHING INSTRUCTIONS"
              attributevalue="Do not wash"
                              value_extern_id=""
              language="en-GB"/>
</attributes>

A description of all the fields can be found below:

Field name in Excel: ClassName
Field name in XML: classname
Type of field: PRODUCT/COMPANY/PERSON
Mandatory: Yes
Description: This is what the attribute is for. This can be PRODUCT, COMPANY or PERSON.
   
Field name in Excel: External Id Object
Field name in XML: object_id_extern
Type of field: Max 50 characters
Mandatory: Yes
Description: This is the external ID of the object to which the attribute belongs. In the case of the ‘PRODUCT’ class, this is the article number; in the case of the ‘COMPANY’ class, this is the acronym of the customer or department, and for PERSON is this his personal id.
   
Field name in Excel: External Id Attribute
Field name in XML: attribute_id_extern
Type of field: Max 50 characters
Mandatory: No
Description: This is the external ID of the attribute. This is the ID used by the system. If it is left empty, the name is used in capital letters.
   
Field name in Excel: Value
Field name in XML: attributevalue
Type of field: Max 2000 karakters
Mandatory: No
Description: This is the value of the attribute (the actual wearing recommendation or washing instructions). If value left blank and attribute exists, it will be deleted.
   
Field name in Excel: Value External Id
Field name in XML: value_extern_id
Type of field: Numeriek
Mandatory: No
Description: A unique number per attributename to get the same attribute with multiple values. Only necessary if 1 attribute needs to support multiple values.
   
Field name in Excel: Language
Field name in XML: language
Type of field: Language in the form ‘xx-YY’. xx is the ISO 639-1 language code, YY is the ISO 3166-1 alpha 2 country code. Max. 5 characters.
Mandatory: Yes
Description: This describes the language that the name of this product group is in.

10. Sets

Download the Excel import template for sets: here.

The XML that applies to importing sets is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<sets>
   <set setgroupid_extern="PACKAGE_ALG"
        description="Package general"
        setid_extern="PACKAGE_ALG_2018"
        datestart="2018-01-01"
        productid_extern="TUG-101"
        quantity="0"
        minquantity=""
        maxquantity=""
        mutable="Y"
        settype="N"
        authrequired="N" />
</sets>

A description of all the fields can be found below:

Field name in Excel: SetgroupCode
Field name in XML: setgroupid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: Unique code for the entire set.
   
Field name in Excel: SetName
Field name in XML: description
Type of field: Max 80 characters
Mandatory: Yes
Description: The name of the set. This is shown when managing and assigning packages.
   
Field name in Excel: Setcode
Field name in XML: setid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: This is a unique code for the set on this start date.
   
Field name in Excel: Startdate
Field name in XML: datestart
Type of field: YYYY-MM-DD
Mandatory: Yes
Description: Date from when the set is active (normal date of import, but may be in future). Must be in the format ‘YYYY-MM-DD’.
   
Field name in Excel: Product No.
Field name in XML: productid_extern
Type of field: Max 40 characters
Mandatory: Yes
Description: Item number, a new line is entered for each item in the set.
   
Field name in Excel: Quantity
Field name in XML: quantity
Type of field: N/A
Mandatory: Yes
Description: This is a unique code for the function. This is used later, to link people and packages for example.
   
Field name in Excel: Min Quantity
Field name in XML: minquantity
Type of field: N/A
Mandatory: No
Description: The pre-filled number for this product when ordering a startset. Must be equal to or greater than ‘min quantity’ and must not be greater than ‘max quantity’. It is only applicable for startset.
   
Field name in Excel: Max Quantity
Field name in XML: maxquantity
Type of field: N/A
Mandatory: No
Description: Maximum quantity for the startset. When ordering the startset, this number is checked.
   
Field name in Excel: Mutable
Field name in XML: mutable
Type of field: Y/N
Mandatory: Yes
Description: Can the number be changed? For a startset, can the person placing the order change the number? Yes or No (Y/N)
   
Field name in Excel: Settype
Field name in XML: settype
Type of field: N/P/S/B Max. 1 character
Mandatory: No
Description:

The kind of set:

  • N is a normal set;
  • P is a set for personal products;
  • S is a startset;
  • B is a set for departments.

If left empty, N is used.

   
Field name in Excel: Autorisation required?
Field name in XML: authrequired
Type of field: Y/N
Mandatory: No
Description: If a product is ordered for which authorisation is required, must the order always be assessed manually? Is authorisation required for this product? Yes or No (Y/N). If left empty, ‘N’ is used.
   
Field name in Excel: Delete?
Field name in XML: delete
Type of field: Y/N
Obligatory: No
Description: When the value Y is used, this will delete the product from this set.

11. Set assignments

Download the Excel import template for set assignments: here.

The XML that applies to importing set assignments is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<setdependencies>
   <setdependency functionid_extern="F01"
                  employmenttypeid_extern="VT"
                  genderid="M"
                  setgroupid_extern="PACKAGE_ALG"
                  description="Package general, F01 Fulltime Men"
                  delete="" />
</setdependencies>

A description of all the fields can be found below:

Field name in Excel: External function id
Field name in XML: functionid_extern
Type of field: Max 30 characters
Mandatory: Yes
Description: The user’s function This external ID must match the external ID of an existing function, such as it is imported in via the ‘Functions’ import sheet.
   
Field name in Excel: External Employment Id
Field name in XML: employmenttypeid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: The user’s employment contract. This external ID must match the external ID of an existing employment contract, such as, for example, it is imported via the import sheet, ‘Employment contracts’.
   
Field name in Excel: Gender
Field name in XML: genderid
Type of field: M/F
Mandatory: Yes
Description: The gender to which the package must be linked. M = male (male) and F = female (female).
   
Field name in Excel: Set group code
Field name in XML: setgroupid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: Unique code for the package name. This is the same package group code as that which is entered in the packages import sheet.
   
Field name in Excel: Description
Field name in XML: description
Type of field: Max 280 characters
Mandatory: No
Description: The description. This description can be seen, for example, under ‘Clothing package’ under ‘Show account information’ on a user’s data page. If it is left empty, a description will be generated.
   
Field name in Excel: Delete?
Field name in XML: delete
Type of field: Y/N
Mandatory: No
Description: If Y is entered here, this link will be deleted.

12. Department set assignments

Download the Excel import template for department set assignments: here.

The XML that applies to importing department set assignments is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<companysets>
   <companyset companyacro="AFD1"
               setgroupid_extern="PACKAGE_DEP1"
               delete="" />
</companysets>

A description of all the fields can be found below:

Field name in Excel: Acronym Department
Field name in XML: companyacro
Type of field: Max 50 characters
Mandatory: No
Description: Abbreviation of the company or branch to which a package must be linked. If left empty, it is linked to the customer department itself.
   
Field name in Excel: Set group code
Field name in XML: setgroupid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: Unique code of the package to be linked. This is the same package group code as that which is entered in the packages import sheet.
   
Field name in Excel: Delete?
Field name in XML: delete
Type of field: Y/N
Mandatory: No
Description: If Y is entered here, this link will be deleted.

13. Custom products

Download the Excel import template for custom products: here.

The XML that applies to the import of custom products is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<customproducts>
   <customproduct personid_extern="HRM001"
                  assortmentid_extern="TUG-101_L" />
</customproducts>

A description of all the fields can be found below:

Field name in Excel: Employee Id
Field name in XML: personid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: This is the personnel number to which the product must be linked.
   
Field name in Excel: Assortiment Id
Field name in XML: assortimentid_extern
Type of field: Max 50 characters
Mandatory: Yes
Description: This is the unique code for the product size as used in the sizes import sheet. This is the size of the product that must be linked to the person.

14. User settings

Download the Excel import template for user settings: here.

The XML that applies to importing user settings is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<personreferences>
   <personreference module="ORDER"
                    type="PRODUCT"
                    personid_extern="HRM001"
                    name="TUG-101"
                    value="M" />
</personreferences>

A description of all the fields can be found below:

Field name in Excel: Module
Field name in XML: module
Type of field: ORDER/PARAMETERS
Mandatory: Yes
Description: De categorie waar deze instelling voor is. Voor alsnog wordt enkel de waardes ‘ORDER’ (voor het inlezen van voorkeursmaten bij bestellen) en ‘PARAMETERS’ (voor het inlezen van maatafwijking parameters) ondersteund.
   
Field name in Excel: Type
Field name in XML: type
Type of field: ORDER/PRODUCT/PRODUCTGROUP
Mandatory: Yes
Description: The type for this setting. For the ‘ORDER’ module, the valid values are ‘PRODUCT’ and ‘PRODUCTGROUP’. For the ‘PARAMETERS’ module, only ‘PRODUCT’ is a valid value.
   
Field name in Excel: Employee Id
Field name in XML: personid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: This is the personnel number of the person for whom the settings are created.
   
Field name in Excel: External Id
Field name in XML: name
Type of field: Max 2000 characters
Mandatory: Yes
Description: This is the external ID of the object that this setting is about. If type is ‘PRODUCT’, this is the productid_extern. If the type is ‘PRODUCTGROUP’, this is the product group_extern.
   
Field name in Excel: Value
Field name in XML: value
Type of field: Max 2000 characters
Mandatory: Yes
Description: This is the value the setting should have. For the ‘ORDER’ module, this is the size selected when making an order. For the ‘PARAMETERS’ module, this is the size deviation value.

15. Inventory

Download the Excel import template for inventory: here.

The XML that applies to importing the inventory is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<inventory>
   <product recordtype="INVENTORY"
            quantity="78"
            supplierassortmentid="TUG-101_L"
            date="2018-01-01 05:30:22" />
</inventory>

A description of all the fields can be found below:

Field name in Excel: Mutation type
Field name in XML: recordtype
Type of field: INVENTORY/STOCKORDER/ORDER
Mandatory: Yes
Description:

The kind of inventory transaction. Valid values are:

INVENTORY - The current stock level
STOCKORDER - Delivery of products
ORDER - Order of products
   
Field name in Excel: Quantity
Field name in XML: quantity
Type of field: Numeric
Mandatory: Yes
Description: This is the number that applies to this transaction. If this concerns the INVENTORY type, this is the current number in stock, otherwise it is the number ordered/delivered.
   
Field name in Excel: Assortment id
Field name in XML: supplierassortmentid
Type of field: Max 50 characters
Mandatory: Yes
Description: The unique code for the product size as used in the sizes import sheet. This is the size of the product where the stock is imported.
   
Field name in Excel: Date
Field name in XML: date
Type of field: YYYY-MM-DD HH24:MI:SS
Mandatory: Yes
Description: This is the date and time of the transaction.

16. Person measurements

Download the Excel import template for person measurements: here.

The XML that applies to importing person measurements is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<personmeasures>
   <personmeasure personid_extern="HRM001"
                  assortmentid_extern="TUG-101_L" />
</personmeasures>

Hieronder een omschrijving van alle velden:

Field name in in Excel: Employee id
Field name in in XML: personid_extern
Type of field: Max 20 characters
Verplicht: Yes
Omschrijving: This is the personnel number of the person for whom the size is imported.
   
Field name in in Excel: Assortiment Id
Field name in in XML: assortmentid_extern
Type of field: Max 40 characters
Verplicht: Yes
Omschrijving: This is the size setting of the product for the person.

17. Person budget

Download the Excel import template for person budget: here.

The XML that applies to importing the person budget is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<budgetpersons>
   <budgetperson personid_extern="HRM001"
                 budget="120"
                 fromdate="2018-01-01"
                 quantity=""
                 interval_amount=""
                 interval_type=""
                 saldomax_active=""
                 saldomax_amount=""
                 description="New budget 2018" />
</budgetpersons>

A description of all the fields can be found below:

Field name in Excel: Employee id
Field name in XML: personid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: This is the personnel number of the person to whom the budget must be allocated.
   
Field name in Excel: Budget
Field name in XML: budget
Type of field: Decimal
Mandatory: Yes
Description: The budget that has to be allocated to the person.
   
Field name in Excel: Start date
Field name in XML: fromdate
Type of field: YYYY-MM-DD
Mandatory: Yes
Description: The date on which the budget must be allocated.
   
Field name in Excel: Quantity
Field name in XML: quantity
Type of field: Numeric
Mandatory: No
Description: How often should this budget be distributed? If left empty, or below 0, ‘1’ is used. If 0 is filled in, the budget will be distributed regularly for an infinite period of time.
   
Field name in Excel: Interval
Field name in XML: interval_amount
Type of field: Numeric
Mandatory: No, only if Number is 0 or greater than 1.
Description: How much time (days, months or years) between a budget being handed out. Enter the number in here.
   
Field name in Excel: Interval type
Field name in XML: interval_type
Type of field: DAY/MONTH/YEAR
Mandatory: No
Description: How much time (days, months or years) between a budget being handed out. Enter DAY here for days, MONTH for months or YEAR for years. If left empty, ‘DAY’ is used.
   
Field name in Excel: Limit the current budget?
Field name in XML: saldomax_active
Type of field: Y/N
Mandatory: No
Description: Should a user’s balance be limited? The balance is limited before the amount of this assignment is granted. Enter Y if YES, or N if NO. If left empty, N is used.
   
Field name in Excel: Limit to?
Field name in XML: saldomax_amount
Type of field: Decimal
Mandatory: No, only if the balance is limited.
Description: The amount the balance must be limited to. PLEASE NOTE: The balance is only limited. Therefore, if the balance of someone is lower, the balance remains unchanged because of the limitation.
   
Field name in Excel: Comments
Field name in XML: description
Type of field: Max 150 characters
Mandatory: Yes
Description: Explanation of the assignment budget.

18. Department budget

Download the Excel import template for department budget: here.

The XML that applies to importing the department budget is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<budgetcompanies>
   <budgetcompany companyacro="DEP01"
                  budget="35000"
                  description="Neuw budget 2018" />
</budgetcompanies>

A description of all the fields can be found below:

Field name in Excel: Department Id
Field name in XML: companyacro
Type of field: Max 20 characters
Mandatory: Yes
Description: This is the acronym of the department to which the budget must be allocated.
   
Field name in Excel: Budget
Field name in XML: budget
Type of field: Decimal
Mandatory: Yes
Description: The budget that must be allocated to the department.
   
Field name in Excel: Comments
Field name in XML: description
Type of field: Max 150 characters
Mandatory: Yes
Description: Balance for the new year.

19. Order costs

Download the Excel import template for order costs: here.

The XML that applies to importing order costs is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<ordercosts>
   <ordercost companyacro="DEP01"
              productcode="SHIPPINGCOSTS"
              productname="Shipping costs"
              costexternid="SHIP_499"
              description="Shipping costs"
              conditionvalue="0"
              pricevalue="4.99"
              valuta="EUR"
              active="Y"
              vatname=""
              language="en-GB" />
</ordercosts>

A description of all the fields can be found below:

Field name in Excel: Department acro
Field name in XML: companyacro
Type of field: Max 20 characters
Mandatory: Yes
Description: This is the acronym of the department to which this order cost product must be linked.
   
Field name in Excel: Product number
Field name in XML: productcode
Type of field: Max 40 characters
Mandatory: Yes
Description: Item number of the product as known to the supplier.
   
Field name in Excel: Product name
Field name in XML: productname
Type of field: Max 40 characters
Mandatory: Yes
Description: Name of product order costs Only visible in the administration screen.
   
Field name in Excel: External Id
Field name in XML: costexternid
Type of field: Max 40 characters
Mandatory: Yes
Description: Unique code for this order costs line.
   
Field name in Excel: Description
Field name in XML: description
Type of field: Max 2000 characters
Mandatory: Yes
Description: The description of the costs for this line, this is shown as ‘product name’ in the shopping cart.
   
Field name in Excel: Condition
Field name in XML: conditionvalue
Type of field: Decimaal
Mandatory: Yes
Description: The condition that must be met so this order cost can be added to the shopping cart. For now, only the line ‘If the total of the order exceeds the condition’ is supported. Enter the amount from when this line should count. If there is 1 order cost product with multiple lines, only the highest of all the lines that meet the condition counts.
   
Field name in Excel: Price
Field name in XML: pricevalue
Type of field: Decimaal
Mandatory: Yes
Description: The price of the order costs for this line.
   
Field name in Excel: Currency
Field name in XML: value
Type of field: Max 3 characters
Mandatory: No
Description: Reserved field for the currency. Is not currently used.
   
Field name in Excel: Active
Field name in XML: active
Type of field: Y/N
Mandatory: Yes
Description: Indicates whether this product is active in the system (Y or N). If empty or absent, ‘Y’ is used.
   
Field name in Excel: VAT code
Field name in XML: vatname
Type of field: Max 50 characters
Mandatory: No
Description: If the use of VAT is set, the VAT code that applies to the product can be entered here.
   
Field name in Excel: Language
Field name in XML: language
Type of field: Language in the form “xx-YY”. xx is the ISO 639-1 language code, YY is the ISO 3166-1 alpha 2 country code. Max. 5 characters.
Mandatory: Yes
Description: Language setting for the text. For English standard en-GB, other options are, for example, fr-FR, en-US, nl-BE.

20. Order statusses

Download the Excel import template for order statusses: here.

The XML that applies to importing order statusses is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<orderstatusses>
  <orderstatus ordercode="VB12345"
               orderstatus="PRODUCTION"
               productid_extern="TUG-101"
               measurevalue="M"
               assortmentid_extern="TUG-101_M"
               quantity="4" />
</orderstatusses>

A description of all the fields can be found below:

Field name in Excel: Order code
Field name in XML: ordercode
Type of field: Max 2000 characters
Mandatory: Yes
Description: The code of the order concerning the status update.
   
Field name in Excel: Status
Field name in XML: orderstatus
Type of field: PRODUCTION, DELIVERY or RECEIVED
Mandatory: Yes
Description:

The status change that has taken place. There are 3 valid values:

  • PRODUCTION: If product or order has been received in ERP and is going through the production planning step.
  • DELIVERY: If product or order has been dispatched to the customer.
  • RECEIVED: If product or order has been received by the customer.
   
Field name in Excel: Product number
Field name in XML: productid_extern
Type of field: Max 40 characters
Mandatory: No, however, if there is no assortment, it is mandatory.
Description: The product for the status update.
   
Field name in Excel: Size
Field name in XML: measurevalue
Type of field: Max 10 characters
Mandatory: No, however, if there is no assortment, it is mandatory.
Description: The size of the product for the status update.
   
Field name in Excel: External assortment id
Field name in XML: assortmentid_extern
Type of field: Max 40 characters
Mandatory: No, however, if there is no product and size, it is mandatory.
Description: The unique assortment id for the size and product combination for the status update.
   
Field name in Excel: Quantity
Field name in XML: quantity
Type of field: Numeriek
Mandatory: Yes
Description: The amount of items this status update is for. If this is empty or less than 1, ‘everything’ is assumed. The order will only be continued in the workflow once all products in an order have received the status update.

21. Return reasons

Download the Excel import template for return reasons: here.

The XML that applies to importing return reasons is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<returnreasons>
  <returnreason returnreasonid_extern="R01"
                                name="Article does not fit, size is too small."
                                language="en-GB"/>
</returnreasons>

A description of all the fields can be found below:

Field name in Excel: Name
Field name in XML: name
Type of field: Max 250 characters
Mandatory: Ja
Description: Article does not fit, size is too small.
   
Field name in Excel: External id
Field name in XML: returnreasonid_extern
Type of field: Max 30 characters
Mandatory: Ja
Description: R01.
   
Field name in Excel: Language
Field name in XML: language
Type of field: Language in the form “xx-YY”. xx is the ISO 639-1 language code, YY is the ISO 3166-1 alpha 2 country code. Max. 5 characters.
Mandatory: Ja
Description: This determines for which language the name and description of return reasons are.

22. Set validations

Download the Excel import template for set validations: here.

The XML that applies to importing set validations is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<productordermaxrows>
  <productordermaxrows setid_extern="PAKKETHV11"
                       setgroupid_extern="PAKKETHV1"
                       productsid_extern="GTX-413,PP-418"
                       datestart="2013-01-01"
                       interval="1"
                       max="1"
                       intervaltype="YEAR"
                       intervalmode="ABSOLUTE"
                       sendreminder="Y"
                       ordermaxid_extern="RULE1_MAX" />
</productordermaxrows>

A description of all the fields can be found below:

Field name in Excel: Set validationrule externalid
Field name in XML: ordermaxid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: Example: RULE1_MAX
   
Field name in Excel: Set code
Field name in XML: setid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: Example: NSRV_2015
   
Field name in Excel: Setid External
Field name in XML: setgroupid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: Example: NSRV
   
Field name in Excel: Products
Field name in XML: productsid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: Example: GTX-413,PP-418.
   
Field name in Excel: Startdate validationrule
Field name in XML: datestart
Type of field: JJJJ-MM-DD
Mandatory: Yes
Description: Date from when the validation rule applies.
   
Field name in Excel: Interval
Field name in XML: interval
Type of field: N/A
Mandatory: Yes
Description: Number. This is a repetitive assignment.
   
Field name in Excel: Max number
Field name in XML: max
Type of field: N/A
Mandatory: Yes
Description: How many articles may be ordered up to the total number of items.
   
Field name in Excel: Intervaltype
Field name in XML: name
Type of field: N/A
Mandatory: Yes
Description: Days / months / years. (DAY: per day, MONTH: per month, YEAR: per year)
   
Field name in Excel: Modus
Field name in XML: intervalmode
Type of field: N/A
Mandatory: Yes
Description: Interval type possible values. ABSOLUTE: starting from the set calendar date field start date validation rule RELATIVE: starting from the order date PROFILE: outbound activation date profile user
   
Field name in Excel: Send reminder email
Field name in XML: sendreminder
Type of field: Y/N
Mandatory: No
Description: Should an e-mail be sent to the person as soon as a product is available again in this validation? Yes or no (Y / N). If empty, ‘N’ is used. Send reminder email.

23. Attributes complete

Download the Excel import template for complete attributes: here.

The XML that applies to importing complete attributes is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<attributes>
   <attribute classname="PRODUCT"
              object_id_extern="TUG-101"
              attributename="Washing advance"
              attribute_id_extern="WASHINGADVICE"
              attributedescription="Machine washable up to 40c"
              attributevalue=""
              value_extern_id=""
              language="en-GB"
              searchable="N"
              uservisibility="Y" />
</attributes>

A description of all the fields can be found below:

Field name in Excel: ClassName
Field name in XML: classname
Type of field: PRODUCT/COMPANY/PERSON
Mandatory: Yes
Description: This determines what the attribute is for, product, department or person.
   
Field name in Excel: External Id Object
Field name in XML: object_id_extern
Type of field: Max 50 characters
Mandatory: Yes
Description: This is the external identifier of the object that the attribute belongs to. In the case of PRODUCT, this is the article number, for COMPANY this is the acronym, and for PERSON this is the personnel number.
   
Field name in Excel: Name
Field name in XML: attributename
Type of field: Max 2000 characters
Mandatory: Yes
Description: This is the name of the attribute, for example ‘Wearing advice’ or ‘Washing instructions’. Per object (product, department or person) multiple lines can be filled on one form.
   
Field name in Excel: External id Attribute
Field name in XML: attribute_id_extern
Type of field: Max 50 characters
Mandatory: No
Description: This is the external identifier of the attribute. This is the ID used by the system. If it is left empty, the name is used in capital letters.
   
Field name in Excel: Description
Field name in XML: attributedescription
Type of field: Max 2000 characters
Mandatory: No
Description: This is a description of the attribute. If this is filled in, this will be shown as additional information in places where this attribute is used.
   
Field name in Excel: Value
Field name in XML: attributevalue
Type of field: Max 2000 characters
Mandatory: No
Description: This is the value of the attribute (the actual wearing recommendation or washing instructions). If value left blank and attribute exists, it will be deleted.
   
Field name in Excel: Value External Id
Field name in XML: value_extern_id
Type of field: Numeric
Mandatory: No
Description: A unique number per attributename to get the same attribute with multiple values. Only necessary if 1 attribute needs to support multiple values.
   
Field name in Excel: Language
Field name in XML: language
Type of field: Language in the form “xx-YY”. xx is the ISO 639-1 language code, YY is the ISO 3166-1 alpha 2 country code. Max. 5 characters.
Mandatory: Yes
Description: This determines for which language the name, description and value of the attribute are.
   
Field name in Excel: Searchable
Field name in XML: searchable
Type of field: Y/N
Mandatory: No
Description: If use is made of the browsing modules with search functionality, it can be determined whether products can be found on this attribute.
   
Field name in Excel: Visible
Field name in XML: uservisibility
Type of field: Y/N
Mandatory: No
Description: Does this attribute have to be visible in the order screen (if applicable)?

24. Additional departments

Download the Excel import template for additional departments: here.

The XML that applies to importing additional departments is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<personadditionalcompanies>
   <personadditionalcompany personid_extern="HRM001"
                            companyid_extern="VAL"
                            incl_hierarchy="Y"
                            delete="" />
</personadditionalcompanies>

A description of all the fields can be found below:

Field name in Excel: Employee Id
Field name in XML: personid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: This is the personnel number of the person for whom this additional department is.
   
Field name in Excel: Acronym department
Field name in XML: companyid_extern
Type of field: Max 50 characters
Mandatory: No
Description: This is a unique code from the department that needs to be linked.
   
Field name in Excel: Incl hierarchy department?
Field name in XML: incl_hierarchy
Type of field: Y/N
Mandatory: Yes
Description: Do the departments under this linked department also have to be linked?
   
Field name in Excel: Delete?
Field name in XML: delete
Type of field: Y/N
Mandatory: No
Description: If Y is entered here, this means that this link is removed correctly instead of added.

25. Projects

Download the Excel import template for projects: here.

The XML that applies to importing projects is as follows:

<?xml version="1.0" encoding="UTF-8" standalone="yes"?>
<projects>
   <project projectid_extern="PRJ_NSRV"
            companyacro="HV334591"
            name="Project NSRV"
            datestart="2020-01-01"
            dateend="2020-12-31"
            delete="" />
</projects>

A description of all the fields can be found below:

Field name in Excel: Project code
Field name in XML: projectid_extern
Type of field: Max 20 characters
Mandatory: Yes
Description: Unique code for this project.
   
Field name in Excel: Department acronym
Field name in XML: companyacro
Type of field: Max 50 characters
Mandatory: No
Description: The unique code of the department which this project belongs to. If left empty the project will be assigned the the customer itself.
   
Field name in Excel: Description
Field name in XML: name
Type of field: Max 80 characters
Mandatory: Yes
Description: The name of this project. This is shown when choosing a project during the order process.
   
Field name in Excel: Start date
Field name in XML: datestart
Type of field: YYYY-MM-DD, max date is 2099-12-31
Mandatory: Yes
Description: The date from which this project can be selected during the order process. The format is ‘yyyy-mm-dd’.
   
Field name in Excel: End date
Field name in XML: dateend
Type of field: YYYY-MM-DD, max date is 2099-12-31
Mandatory: No
Description: Optional date to which this project can be selected during the order process. The format is ‘yyyy-mm-dd’.
   
Field name in Excel: Delete?
Field name in XML: delete
Type of field: Y/N
Mandatory: No
Description: If Y is entered here, this means that the project is deleted.