Mass update of characteristics via import: how not to lose or erase existing data

Importing data from Excel is one of the fastest ways to mass update the product catalog in Torgsoft. However, incorrect use of import settings can lead to the loss of important information, including product names or their revaluation history. Below, we will review the main nuances of mass database updates in detail.

Nuances of using the «Update product parameters» setting

During import, the user can enable the «Update product parameters» switch. This function works as follows: if the program finds a product in the database by the specified search parameters (for example, by barcode or item code), it automatically updates its data according to the values specified in the import file.

What is the problem with overwritten names? 

If this parameter is enabled, the program may incorrectly update the «Product name» and «Short product name» fields for existing items. This happens because the program generates a new name only from the fields that are present in the import file and are included in your naming rule.

For example, if the full product name in your database consists of Product type, Manufacturer, Color and Item code, but you upload an Excel file containing only the Item code and New price, the program will overwrite the name, leaving only the item code in it. All other information will disappear from the name.

How to solve this problem?

To update product characteristics without damaging names, it is important to prepare the import file correctly and check the fields from which the product name is generated in Torgsoft.

Recommended procedure:

1. Divide a large import file into smaller parts, preferably by product categories. This will make it easier to check the result and find the required invoices after import.
2. Before importing, check whether the file contains all the fields from which the product name is formed: product type, manufacturer, color, item code or other characteristics used in your naming rule.
3. During import, select exactly the characteristics that need to be updated and make sure they are filled in correctly.
4. Import with the «Update product parameters» parameter enabled.
5. After import, check whether the characteristics and product names have been updated correctly. Only then proceed to the next part of the file.

The «Update product names» action should be used not as a mandatory step after each import, but as a way to correct the situation if mistakes were made during file preparation or when selecting fields for import, and the product names were generated incorrectly.

Specifics of recording prices when importing a product with zero quantity

Import is often used for mass revaluation: a supplier price list is uploaded to update retail prices. However, users may face a situation where the retail price change is not displayed in the «Revaluation Protocol» and the «Sales price change» form.

Why is the revaluation not recorded? 

This situation occurs if the revaluation is performed by importing a product in zero quantity with a new retail price. The logic of the program is that the fact of changing the sale price is not recorded in the «Sales price change» form for the accounting center of the stock receipt invoice, because the product is not actually on the balance of this warehouse.

However, if this same product is physically present (there are balances) in other accounting centers of your retail chain, and price synchronization between stores is enabled, then the price change will be successfully recorded in the history for those warehouses.