Import and Update Products & Customers from File

This guide will walk you through how to use the Excel file import function in iflows to add new products and customers, and also to efficiently update information for existing ones.

Step 1: Preparing the Excel File for Products

1. Download the template (Recommended): The easiest way is to download the template directly from iflows (Products section -> Import from File -> Download Sample File) and fill it in.
2. Essential Columns: Make sure your file contains at least the necessary columns for identification and basic information:
   • Product Name
   • Product Code
   • Warehouse
3. Uniqueness Rule: iflows identifies a unique product through the combination of Product Code + Warehouse OR Product Name + Warehouse. You can have the same Product Code (e.g., "LAPTOP-X1") in multiple warehouses (e.g., "Central Warehouse", "Unirii Store"), each on a separate row in Excel.
4. Case of Products Without Physical Stock (Services, Unlimited Stock):
   • If you are importing a service (e.g., "Transport", "Consultancy") or a product with unlimited stock, you can have an Unlimited Stock column in Excel set to Yes.
   • Important: For these rows, the Warehouse column can be left empty.

Step 2: Importing the File into iflows

1. Navigation: Access the left menu -> Products.
2. Initiate Import: Click on the Import from File button (top right).
3. Upload File:
   • Click the Browse... button and select the Excel file prepared in Step 1.
   • Alternatively, you can drag the file directly into the indicated area ("Drag file here").
4. Continue: Once the file is uploaded, click the Continue button.

Step 3: Column Mapping

1. Mapping Screen: iflows will display a screen where it attempts to automatically match the columns from your Excel file (right column - "File Columns") with the standard fields in iflows (left column - "iflows Fields").
2. Check Mapping: Carefully review the list and ensure the matches are correct. Pay special attention to key fields: Name, Product Code, Warehouse.
3. Legend: Analyze the legend at the top of the page to understand the meaning of the asterisks (*, **, ***) marking mandatory fields for saving or updating.
4. Unimported Columns: If you do not wish to import data from a specific column in your file, select "Do not import" from the dropdown list corresponding to that column.
5. Reset Mapping (Optional): If the automatic mapping is incorrect or you want to redo it, you can use the Reset mapping button. This will set all file columns to "Do not import", allowing you to manually select the desired matches.
6. Continue: Once you are satisfied with the mapping, click Continue.

Step 4: Validation and Final Import

1. Summary: iflows will display a summary indicating the number of lines processed and the number of products that will be imported. If there are errors (e.g., missing a mapped mandatory field), they will be displayed here and you will need to go back to mapping (click "Back").
2. Import: If everything is in order and there are no errors, click the Import button.
3. Confirmation: Wait for the process to complete. You will be redirected to the product list, where you will see the newly imported items. Check a few entries to ensure that the data (stock, price, warehouse, labels, etc.) has been correctly captured.

This method is useful when you want to modify only certain information for already existing products (e.g., price, minimum stock, acquisition cost), without reloading all the data.

Step 1: Preparing the Excel File for Update

1. Unique Identifiers (Mandatory): Your file must contain the columns that form the unique identifier:
   • Product Code
   • Warehouse
     (Alternatively, you can use Product Name + Warehouse, but the Code + Warehouse combination is more secure).
2. Columns to Update (Only necessary ones): Include in the file only the columns whose values you want to modify. For example, if you want to update only the fixed price, your file will have only 3 columns: Product Code, Warehouse, Fixed Price.

Step 2: Importing the Update File

1. Identical Process: Follow exactly steps 2, 3, and 4 from the "IMPORTING PRODUCTS" section.
2. Crucial Mapping: At the mapping step, ensure that:
   • The Product Code and Warehouse columns from the file are correctly mapped to the corresponding iflows fields.
   • The column(s) with data to be updated (e.g., Fixed Price) are correctly mapped.
   • The rest of the iflows fields can remain unmapped.
3. Import: Continue and finalize the import. iflows will identify existing products based on the Product Code + Warehouse combination and will overwrite only the values for the fields you included and mapped in the update file (in our example, Fixed Price).

PART 3: IMPORTING CUSTOMERS

The process is very similar to that for products.

Step 1: Preparing the Excel File for Customers

1. Template (Recommended): Download the template from iflows (Customers section -> Import from File -> Download Sample File).
2. Essential Columns:
   • Customer Name:
   • CIF/CNP: The Unique Registration Code (CUI/CIF - Cod Unic de Înregistrare) for companies or the Personal Numerical Code (CNP - Cod Numeric Personal) for individuals. This is the primary unique identifier.
3. Uniqueness Rule: iflows uses CIF/CNP as the primary unique identifier. To avoid duplicates, it is recommended to fill in this field.
4. Individuals and CIF/CNP:
   • With CNP: Fill in the CNP in the CIF/CNP column.
   • Without CNP (Option 1): You can leave the CIF/CNP field empty.
   • Without CNP (Option 2 - Recommended for e-Factura): Fill in the CIF/CNP field with 13 zeros (0000000000000). This format is recognized by the e-Factura system for individual customers without a specified CNP.

Step 2: Importing the File into iflows

1. Navigation: Access the left menu -> Customers.
2. Initiate Import: Click on the Import from File button.
3. Upload and Continue: Upload the Excel file and click Continue.

Step 3: Column Mapping for Customers

1. Check Mapping: Verify the automatic matching of the file columns with the iflows fields. Pay special attention to the Name and CIF/CNP fields.
2. Legend: Check the legend for mandatory/required fields.
3. Unimported Columns / Reset: Use the "Do not import" or "Reset mapping" option if necessary.
4. Continue: Click Continue.

Step 4: Validation and Final Customer Import

1. Summary: Check the summary and any errors.
2. Import: Click Import.
3. Confirmation: Check the list of imported customers, including details for a few individuals to see how the CIF/CNP field was captured.

PART 4: UPDATING CUSTOMERS (DYNAMIC MODE)

Works on the same principle as for products.

Step 1: Preparing the Excel File for Customer Update

1. Unique Identifier (Mandatory): Include the CIF/CNP column with the correct values for the customers you want to update.
2. Columns to Update: Include only the columns with information you wish to modify (e.g., Mobile Phone, Email, Label).
3. Data: Fill in the rows only for the customers to be updated, with the new values.

Step 2: Importing the Customer Update File

1. Identical Process: Follow steps 2, 3, and 4 from the "IMPORTING CUSTOMERS" section.
2. Update Mapping: At mapping, ensure that CIF/CNP is correctly mapped and the columns to be updated are mapped to the corresponding iflows fields.
3. Import: Finalize the import. iflows will find customers by CIF/CNP and will update only the fields specified by you.