Sales Data Import

A step-by-step guide to efficiently upload sales data across multiple items and customer groups.

When entering Sales Data, both forecast and historical, there is often a need to load large amounts of data at once, across multiple Items @ Customer Groups. To do this efficiently, the Sales Data Import function can be used.

Navigate to the Sales page

1. Go to the navigation sidebar.

2. Click on "Settings" menu item.

3. Click on "Transactional Data" menu item.

4. Click on "Sales".

Start the Import wizard

1. Go to the " Options" button (the ellipses) in the top-right of the page and click on it.

1. Click on "Import"

2. The "Import Sale Data" wizard will now open

There are 4 key steps in loading the data.

1. Upload

Select the file that contains the Sales data to be loaded. The file can be dragged into the blue-bordered box, or select 'Browse your device' to browse to the file to be uploaded.

The key requirements for the file are that it be in .csv or .xlsx format, with a row for each Item @ Customer Group and time interval combination that you wish to load sales data for.

Note: Sales data can only be loaded via the Import function at the Item @ Customer Group level.

Within the file to be loaded, the following data elements (columns) are required:

1. item - The item the sale relates to

2. customer_group - The customer group the sale relates to. (The combination of item and customer group give the Item@CustomerGroup)

3. sell_date - The date the sale relates to

4. quantity - The quantity/amount sold/forecast to sell

5. sale_type - The Sale Type that you wish to load the data against. For instance - if you wish to load the data against your 'Forecast FY' sale type then you would have a column containing that for each line item.

6. timing_interval - The Timing Interval that the sale relates to (eg monthly sales, daily sales). Options are 'day', 'week', 'month', 'quarter', 'year'

7. uom - The unit of measure for the sale. Options are 'ton', 'gallon', 'Liter', 'Barrel', 9LE Case', 'Kilogram'

The following example file can be used as a base if required.

363B

claret-sales-import-example.csv

Example Sales Data upload file

Once the file has been loaded, select 'Next' at the bottom of the screen.

2. Map Columns

After the file has uploaded, the mapping screen will be displayed. Here, you will map the columns in your uploaded file to the Sales fields in Claret. Each core Sales data element is displayed on the right, and the fields in the loaded file are available for you to select on the left.

To map the fields, select the file column from the drop down next to each field.

Make sure you scroll down to map all fields

Once the required fields have been mapped, select 'Continue' to validate.

Once the Validation succeeds, click the 'Next' button at the bottom of the screen.

3. Configure

When importing Sales data, there are some configurations you can select to assist with ensuring the file processes. In the Configure step you will answer 3 questions.

How should we proceed if errors are found in the data?

• Halt Processing - this will stop the import if any error records are found

• Continue with Caution - this will log any errors but still import records that are error-free.

Should existing Sales by updated (or are we only creating new Sales)?

• Yes - if Sales records in the file contain the same Sale Type, Item, Customer Group, Sell date and Timing Interval as existing sales records, then the existing records will be updated

• No - any existing records will not be updated and only new unique records in the import file will be imported

Should required Item@CustomerGroups that do not exist be created?

• Yes - If the import file contains Sales records for item and customer groups that do not have an existing item@customergroup relationship, then the import process will automatically create these item@customergroups.

• No - If the import file contains Sales records for item and customer groups that do not have an existing item@customergroup relationship, then these records will not be imported.

Once you have confirmed your selections, select 'Next' at the bottom of the screen.

4. Import

Finally, confirm that you are ready to import the file. Select the 'Import' button at the bottom of the screen to proceed.

You will then be advised that the import has started. The confirmation will contain a link to the Job Management page where you can follow the progress of your import.