(This feature is available in BCSS Deluxe, Diamond and Virtual. For personal assistance please contact Joy Archer, 972-898-7921. Her rate is $25/30 minutes.)

A basic understanding of databases will be helpful. Search Google for an explanation of how databases work and visit some of the websites listed.

Import and Export Records of BCSS Inventory Items

BCSS has different 'sets of records' for Consignors, Inventory (and Buyers in the BCSS Diamond and Virtual). Information about Consignors, Inventory (and Buyers) may be imported into BCSS from spreadsheets or exported from BCSS to spreadsheets (in .csv format - comma-separated values).

Creating Inventory Records in BCSS Deluxe, Diamond or Virtual

There are 3 ways to create BCSS inventory records. Each method requires that Consignor Records be created first:

• Enter each item individually using the New-Inventory Screen (F3 in BCSS).
• Enter multiple items with the Batch-Enter Feature.
• Enter information in a spreadsheet and import the data into BCSS.

Import Inventory Data into BCSS from a Spreadsheet

Rules:

• A record for a Consignor must exist in BCSS before inventory for that person can be entered in BCSS. See Add New Consignors.
• It is imperative that the first row in the inventory spreadsheet (C:\BCSS\inventory.csv) not be altered in any way.
• The Internal Consignor ID must be entered for each item in the inventory spreadsheet.
• Delete all rows after row 1. If this is not done the instructions included in rows after row 1 will be imported into BCSS.
• It's a good idea to enter items for only a few consignors at a time, import them into BCSS and verify that entries are correct.

Procedures for Importing Inventory Data

1. Make sure a record exists in BCSS for every consignor whose inventory is to be entered.
2. Open the file (C:\BCSS\inventory.csv) in Excel (or a spreadsheet program) and save it on the Desktop as inventory-date.csv (like inventory-12-1-2011.csv). (It appears that MS Works cannot be used for this purpose because it does not transfer data in acceptable format. OpenOffice.org is similar to MS Office and is free.)
3. For each item, obtain the Internal ID by viewing each consignor's record. (This number is entered in column B in the inventory spreadsheet.)

   

4. In the spreadsheet complete a row for each item but do not make an entry in the column for 'Internal ID'. (This is an ID number created and used by BCSS 'internally'. (An explanation of each entry appears below.) All columns may be left blank except Item ID, Consignor Internal ID, Quantity, In Date, Current Price and Original Price.
5. Delete all lines of instruction in the inventory spreadsheet.
6. Verify the Process - Enter only 2-3 items. Import those items into BCSS and verify correctness. To import:
   • In BCSS, click on Utilities then Import CSV Inventory.
   • Navigate to the spreadsheet on the Desktop and select it. Click Save.
   • Verify that the records now exist in BCSS.
   • Correct any errors on the spreadsheet and proceed. It is not necessary to delete the trial entries.
7. Finish making entries in the spreadsheet and import the data into BCSS.
8. In BCSS spot check records to verify that items were entered correctly and that they are assigned to the correct consignors. - better to discover errors before items are sold.

Spreadsheet Data Entry Definitions

ItemNum - The first item for a consignor should be the consignor's ID (not the Internal Consignor ID) plus a number, like Ader-1. Each additional different item should be numbered sequentially, like Ader-2, Ader-3, etc.

In the spreadsheet, click on the first cell for the consignor and drag the lower-right corner of the cell boundary (red arrow) down...		to fill cells below it with the same Consignor ID and sequential numbers.
(See 'fill handle' in Windows Help for details.)

Internal Consignor ID - In BCSS create a record for each consignor for whom inventory will be imported and observe the Internal ID on each consignor record.

In Date - Usually the date the item was brought to the store

ItemNum - Item Number should start with the Consignor ID (not the Internal Consignor ID) plus a number. The next items for the consignor should be numbered sequentially.

Quantity - The number of items that will use the same Item Number

Description - Up to 20 characters - appears on price labels

Details - Up to 100 characters - appears on medium price labels and in reports

Original Price - The first selling price

Current Price - Must be entered - is often the same as Original Price for new items. Make an entry to change the value of an existing item is BCSS when the spreadsheet data is imported.

Lowest Price - Can be left blank for new items. Make an entry to change the value of an existing item is BCSS when the spreadsheet data is imported.

Consignor Share - Enter in decimal format (.4 = 40% to the consignor; 1 = 100% to the consignor). Can be left blank if the % for the item will be the default % set in BCSS.

Disc Date - Can be left blank for new items. Make an entry to change the value of an existing item is BCSS when the spreadsheet data is imported.

Discount - Leave blank for new items. For existing items in BCSS, enter a value in decimal format (.1 = 10% off the item or items with the same Item ID)

Notes - Enter any information as a reminder or as note for others in the shop to see.

Picture - Enter a local (example: C:\BCSS\Images\Morrison-recliner.jpg) or Internet location (example: http://www.mywebsite/images/Morrison-recliner.jpg) of an image of the item.

Rental? - Yes or No - can be left blank

Barcode - Enter a bar code or, leave blank and assign bar codes automatically later in BCSS.

Internal ID - Do not make an entry. BCSS will assign this ID for its own use.

Exporting Inventory Records from BCSS to a Spreadsheet

Inventory data may be exported from BCSS to a spreadsheet. Information on the spreadsheet may be edited and new rows may be added for new items. Upon importing the data back into BCSS, changed information will replace existing information in BCSS and new records will be created in BCSS for items added to the spreadsheet.

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