Working with Price Book Categories

With the Import Tool, you can perform the following operations with the categories:

• Copy the Price Book categories between accounts.
• Import categories to the current account from the following data sources:
• Account Price Book
• GateKeeper (for more details, see Importing Data from GateKeeper)
• Drafts
• File (for more details, see Preparing a File for Data Import)
• Export categories from the current account to a file.
• Manage the account's categories.

Copying Categories between Accounts

To copy the Price Book categories from one account's price book to another account, follow the steps:

1. Import categories from the source account to the draft. Do the following:
1. In the top right corner of the page, switch to account you want to import categories from.
2. Go to Operational Menu > Price Book and then click Categories.
3. Go to DRAFTS and create a new draft. For details, see Working with Drafts List.
4. Go to Data Sources Panel and then click the Add More button.
5. Expand the Account Price Book section.
6. At the bottom of the section, click the Load Data Source button.
7. Wait until all account's categories are uploaded to the Categories (Buffer) table.
8. Select the categories you want to import into another account.
   To select all categories, click Select All.

   

9. Save selected categories from the buffer to your draft. For details, see Saving Data from Buffer to Draft.
2. Export categories from the saved draft to the destination account. Do the following:
1. In the top right corner of the page, switch to account you want to export the categories to.
2. Go to DRAFTS and then select the saved draft with the imported categories.
3. Make sure the draft's table contains the categories you need.

Before exporting the draft's table to another account, you can edit the draft's data manually. For example, you can select the columns for exporting. For details, see Editing Draft Manually.

4. Go to Data Sources Panel and then on the right of the Save To button, click the drop down arrow.
5. Select any location and then click the Save To button.

The categories are configured on the account level. So, in case the categories are exported to any location, the categories of the whole account are updated automatically as well.

3. Make sure the categories are copied successfully. Go to CStoreOffice® main menu and then click Price Book > Categories.

Importing Categories to Current Account

To import the categories to the current account, follow the steps:

1. Go to Operational Menu > Price Book and then click Categories.
2. Go to DRAFTS and create a new draft. For details, see Working with Drafts List.
3. Import categories to the draft from any of the available data sources:

For more information on importing data to the draft, see Importing Data to Draft.


4. Account Price Book
5. GateKeeper - for more details, see Importing Data from GateKeeper.
6. Drafts
7. From File

For more information on working with the data sources, see Importing Data from Different Sources.

4. Copy the draft's data to any of the current account's locations. For details, see Exporting Draft Data.

The categories are configured on the account level. So, in case the categories are exported to any location, the categories of the whole account are updated automatically as well.

5. Make sure the categories are copied successfully. Go to CStoreOffice® main menu and then click Price Book > Categories.

Exporting Categories from Current Account to a File

To export the categories from the current account to a file, follow the steps:

1. Go to Operational Menu > Price Book and then click Categories.
2. Go to DRAFTS and create a new draft. For details, see Working with Drafts List.
3. Import categories to the draft from the Account Price Book source.
   For details, see Importing Data to Draft, Import Item Tags or Promotions from Account Price Book.
4. Export the categories from the draft to a file. For details, see Exporting Draft Data.

Managing Account Categories

You can manage the account categories in the draft and then save this draft to any location to apply changes to the whole account.
For more information on how to update categories in the draft, see Editing Draft Manually.

Preparing a File for Data Import

You can use CSV or XLSX files to import data about Price Book categories and work with them in the Import Tool. In the file, you must provide data for all categories whose data you want to import. Each line in the file contains data for a separate Price Book category. Each entry in the line corresponds to a specific category field, and each comma indicates where one entry ends and another entry begins.

The file that you use for import of categories data must have the following structure. Non-mandatory fields can be omitted.

Field Name	Mandatory (Yes/No)	Description
Number	Yes	Unique category ID.
Name	Yes	Category name that appears on CStoreOffice® forms.
Source	No	Source of record, can contain custom text or be left empty.
Description	No	Category description.
Min Stock	No	Minimum quantity of items in stock.
Category Number	No	Custom category number.
Don't Calculate GPM	No	Flag that allows a user to exclude items from store GPM calculation. Possible values: - 1 - Yes - 0 - No
Item Group Reconciliation	No	ID populated automatically, obtained from the Inventory Item Group Reconciliation form for high risk items due to shortage.
Reject Promotions	No	Flag that allows a user to reject promotions for this category. Possible values: - 1 - Yes - 0 - No
GL #	No	General Ledger number that is assigned to the category.
Accept Incomplete Retail Invoices	No	Flag that allows a user to accept incomplete invoices for items. Possible values: - 1 - Yes - 0 - No
GL Department #	No	Mapping to the General Ledger department number.
PDI Report ID	No	Identifier used for PDI Daily Export.
CMA	No	Flag indicating that the cost method of accounting must be applied to the category. Possible values: - 1 - Yes - 0 - No
GL COG #	No	Mapping to the General Ledger Cost Of Goods number.
Exclude From Full Inventory	No	Flag that allows a user to exclude ingredient items from RMA inventory calculation. Possible values: - 1 - Yes - 0 - No

File Template

To construct a file for import, you can use a template provided by Petrosoft. To get the template and prepare the file, follow the steps: 

1. In the Import Tool, on the Data Sources panel, select From file.
2. Click the Download example link.

   

3. The downloaded file is provided in the XLSX format:

• On the Fields Description tab, get information about every entry that must be filled in the file.
• On the csvCategoriesDatasourceTemplate tab, fill data for the categories that you want to import.

4. Once the file is ready, switch to the csvCategoriesDatasourceTemplate tab and save the file in the CSV or XLSX format.
   Result: You can use the saved file for import.