Importing items is only recommended when the software has been introduced after procurement has been completed, when there simply isn't enough time to enter items individually into the software. In these circumstances, importing the required elements for each item allows print materials to be generated, bids placed, items awarded and to be placed in the winners' carts.
The only donor field allowed in an item import is Donor Name. If you want to create complete donor records, you must import donors first. The item importer will recognize and use existing Donor Records if the names match exactly.
Not all Item fields/attributes can be imported. The importer handles all required fields, plus the most common optional fields, such as descriptions and restrictions. The importer does not handle images, lots or fields that can be easily assigned via bulk edits (will call flags, status etc).
Note: Not Included in some Legacy subscriptions.
If you do not already have your item details in a spreadsheet - do not create one. It will be just as easy to enter the details into the software - plus you'll get a better end product!
Note: The importer does not handle diacritics (accent and cedilla signs) - they should be stripped from your spreadsheet prior to upload.
Due to limited real estate, Item Names are truncated with an ellipsis on the initial item tiles/list view (the full name displays on the item detail page where bids are placed.)
When items are entered manually, a live preview is provided to show you exactly how the name will display (and the point of truncation, if applicable.)
Before importing your items from a spreadsheet, we recommend previewing some of your current item name displays by entering some samples on the Catalog > Add Item form. The help icon next to the Item name field provides tips for creating item names. If necessary, edit the Item Names on your spreadsheet prior to importing them.
Preparing Your Spreadsheet:
Importing is an automated process. Once you have uploaded your spreadsheet, you will "map" each column to the desired field in the software (Instructions for mapping various formats are provided below). The importer can handle all common formats, in any order, as long as each column contains the same type of data and format. For instance, if a column contains both descriptions and restrictions, the column can be mapped to the description OR restrictions field. To import it correctly, you'll need to add a column on your spreadsheet and separate the description vs restrictions data.
If your spreadsheet contains all of your Donor and Item details, you can upload the same spreadsheet for both your donor and item imports - just map the relevant columns and ignore the others. Columns which aren't mapped will not be imported.
In order to import items, your spreadsheet must include these columns (with data for each item):
- Donor Name (Separate columns for Business vs Individual donors if you want the ability to filter for reporting/communicating).
- Item Name
- Fair Market Value
- Price (if fixed price item type)
These columns/data are also required, but if your spreadsheet does not provide the column and/or if a cell is empty for one or more rows, the item(s) will be imported using the default value (shown):
- Quantity (1)
- Item Type (Silent)
- Category (Featured)
To Self Import Items:
1. Upload Your Spreadsheet for Review
Go to: Catalog > Import Items > Choose File > Upload for Review
2. Map Your Columns to Fields
Tip: It's a good idea to review the "Skip" messages in the left column and map the required columns first. If you need to edit your spreadsheet to add required information, you should do that before proceeding to avoid having to map your columns twice.