1 Excel Data Load

Axional POS allows the indispensable data load to execute the application from an Excel file. This feature helps companies view their own products in the application more quickly and easily. The following Excel template must simply be downloaded and filled in with the company's data, following the instructions explained below.

Compatible Versions of Microsoft Excel

The Excel file containing the data to be recorded must be compatible with the 97-2003 version. As such, an .xls extension is required.

1.1 File Content

Data load allows Excel file information to be transferred to the database used by the Axional POS application, in such a way that all necessary information is made available.

First, we must note the importance of not altering the structure of the Excel file (i.e., the number and name of sheets or number and position of columns). If this occurs, the data load process will be unable to process the file, and there may be inconsistencies in the information.

In addition, every sheet is equivalent to an entity which the system requires to use the application.


Color nomenclature in the Excel template.

Observation

The Excel sheet cannot contain blank rows between rows containing data. In that case, rows containing data which appear after blank rows would not be processed.

1.1.1 EMPLOYEES

The Employees sheet used for mobile devices indicates the employees who are authorized to log in on a given device.

The sheet must be filled in with the employees who will use the application.


EMPLOYEES
Column Description Type Required
CODE (PK) Employee Code CHAR (10)   Required Field.
NAME Employee Name CHAR (20)   Required Field.
PASSWORD Application Login Password CHAR (20)   Field NOT Required.


1.1.2 CUSTOMER

The customer sheet simply contains a set of customers.

CUSTOMERS
Column Description Type Required
CODE (PK) Customer Code CHAR (10)   Required Field.
NAME Customer Name CHAR (40)   Required Field.
CIF Customer CIF (VAT Identification Number) CHAR (20)   Required Field.
PHONE Telephone CHAR (20)   Field NOT Required.
ADDRESS Address CHAR (60)   Required Field.
CITY City CHAR (20)   Field NOT Required.
ZIP CODE Postal Code CHAR (20)   Required Field.
PROVINCE Province CHAR (20)   Field NOT Required.
COUNTRY CODE Country Code CHAR (3)   Field NOT Required.
EMAIL Email CHAR (60)   Field NOT Required.
STATE State CHAR (1) [A/B]   Required Field.


1.1.3 FAMILIES

The item family sheet is an entity used for items. It must be filled in with multiple item families.

* The creation of family codes is an important aspect of device configuration.

More Information:

Mobile:POS#Configuraci.C3.B3n_de_terminales

To configure the family tree, a logical family structure must be established for the set of items.

Each family level must have the same number of digits.

The pattern to be followed is indicated in Terminal Configuration.


FAMILIES
Column Description Type Required
CODE (PK) Family Code CHAR (12)   Required Field.
NAME Family Name CHAR (40)   Required Field.

1.1.4 ITEMS

The item sheet lists all items to be used in the POS application. Furthermore, each item must be linked to a previously-defined family.

The item code can consist of any alphanumerical value. The code need not follow any pattern or rule, but must be unique for every item. On the other hand, the EAN code must follow ISO regulations, depending on whether the number of digits is 6, 7, 13, etc.

Items can also be grouped by store.


ITEMS
Column Description Type Required
CODE (PK) Item Code CHAR (16)   Required Field.
EAN (PK) Item EAN Code CHAR (15)   Required Field.
LANG CODE Language CHAR (2)   Required Field.
Description Item Description CHAR (255)   Required Field.
EXTENDED DESCRIPTION Longform description of item CHAR (512)   Field NOT Required.
FAMILY CODE Family Code CHAR (12)   Required Field.
PVP Price DECIMAL   Required Field.
DISCOUNT Discount DECIMAL   Required Field.
TAX % Tax rate DECIMAL   Required Field.
STATE State CHAR (1) [A/B]   Required Field.


1.1.5 WAREHOUSES

The warehouse sheet is used to define a company's set of warehouses.

WAREHOUSES
Column Description Type Required
CODE (PK) Warehouse Code CHAR (20)   Required Field.
NAME Warehouse Name CHAR (40)   Required Field.


1.1.6 STOCK

The stock sheet is used to define each item's stock values within each warehouse.

The stock sheet does not include any foreign keys with the items. This allows us to enter creation mode or update stock in the central system without having to update the item sheet. (Items and EANs must have been created previously.)

STOCK
Column Description Type Required
WAREHOUSE CODE Warehouse Code CHAR (20)   Required Field.
EAN CODE EAN Code CHAR (15)   Required Field.
STOCK Stock DECIMAL   Required Field.


2 Field Load Process

Once the Excel template has been filled in, the system provides maintenance to stack and process the various files.

Path Menu Form Structure

2.1 Uploading Excel File

Users must save the Excel file created and add/upload it to the form.


The form will provide a copy, stored in the file's database. The filename, file size and status will also be stored.



Once inserted, the system can process the file using the 'Execute' button.

2.2 Process

Once the file is inserted, the form will show the 'Execute' button.

Press the button to process all information contained in the Excel file and turn over information to the database.

The process will perform two basic options: insertion of new records and update of existing records with the ones provided in the Excel file.

Once processed, the file cannot be processed again.

2.3 Results Analysis

Once processed, the form will present the results.

The table will show the processed records, as well as the number of additions, updates, or registrations where an error occurred.



In every error case, the error table will provide information about the sheet, the errors which occurred during the process, and a description of the error.



As a summary, the form also presents a graphic view of the data recorded per sheet.



2.3.1 Detecting Issues

When the result of the process is analyzed, some errors may occur while certain records are processed in the Excel spreadsheets. Below, some of the most common error messages that appear during Excel file processing are explained. A brief description of the error is also provided.


Example Error Log
Troubleshooting
Table Error Description
EMPLOYERS

Missing key in referenced table for referential constraint (informix.f_apps_sys_users_login_codes1)

The value reported for the STORE CODE column does not exist in the application's store master, or has not been previously reported in the Excel file's STORES sheet.
Check constraint (informix.c_apps_sys_users_login_codes1) failed. The value reported for the STATUS column is neither A nor B.
CUSTOMERS

Missing key in referenced table for referential constraint (informix.f_apps_customers1)

The value reported for the COUNTRY CODE column does not exist in the application's country master.
Check constraint (informix.c_apps_customers1) failed. The value reported for the STATUS column is neither A nor B.
FAMILIES

Check constraint (informix.c_apps_customers1) failed.

The value reported for the STATUS column is neither A nor B.
ITEMS

Missing key in referenced table for referential constraint (informix.f_apps_pos_items1)

The value reported for the FAMILY CODE column does not exist in the application's store master, or has not been previously reported in the Excel file's FAMILIES sheet.
Check constraint (informix.c_apps_customers1) failed. The value reported for the STATUS column is neither A nor B.
Check constraint (informix.c_apps_customers1) failed. The informed value for the column STATE, is different of A or B.
Check constraint (informix.c_apps_customers1) failed. The value reported for the STATUS column is neither A nor B.
WAREHOUSES

Check constraint (informix.c_apps_pos_warehouse1) failed.

The value reported for the STATUS column is neither A nor B.
STOCKS

Missing key in referenced table for referential constraint (informix.f_apps_pos_stock1)

The value reported for the WAREHOUSE CODE column does not exist in the application's store master, or has not been previously reported in the Excel file's WAREHOUSES sheet.
Missing key in referenced table for referential constraint (informix.f_apps_pos_stock2) The value reported for the ITEM CODE column does not exist in the application's store master, or has not been previously reported in the Excel file's ITEMS sheet.

In addition to the errors shown above, errors common to all Excel sheets also exist:


Troubleshooting
Error Description
Cannot insert a null into column (NameTable.NameField). It is not possible to insert a NULL value into the column. The error log tells the user in which Excel sheet and line the error occurred, detecting the mandatory field which has been left blank.
VariableException: unsupported conversion from data='VALUE' of class='java.lang.String' to type='decimal' A text value has been placed in a decimal format field.
Invalid day in date The date has not been reported in the cell with the correct format: dd-MM-yyyy
Invalid month in date
Invalid year in date

Important

Processing the Excel file may return other controlled errors, in addition to the errors shown here. These errors show a brief descriptive text, easy for the user performing error analysis to understand.

3 Image Load Process

The system supports the uploading of item images.

Path Menu Form Structure

3.1 File Preparation

The ZIP file must contain the following structure:

Folder with the name images which contains three subfolders. (LO,HI,360) .

  • The folder LO contains the low-resolution item images (between 10-50 Kb). The image name must be the item code. Example: ART001.png
  • The folder HI contains the high-resolution item images (between 50-80 Kb). The image name must be the item code. Example: ART001.png
  • The folder 360 contains item image sequences for 360-degree image display (between 50-80 Kb).

The image name must consist of the item code, followed by the number of the sequenced image between parentheses. Example: ART001(01) .png, where ART001 is the item code and (01) the first sequenced image.

Important

The image size cannot be higher than 150KB. If there are no sequenced images, the folder can be left empty.


Once the folders contain the images to be uploaded:

  • images/LO
  • images/HI
  • images/360

The images folder must be compressed, creating a file with a .zip extension.

Very Important

It is critical that files be correctly constructed, differentiating consistently between lowercase and uppercase, when creating the folders. If not, when the ZIP file is processed, any image will be processed.

3.2 Uploading the ZIP File

Save the .zip file created in the Image load process form. The form will provide a copy in the file's database, as well as the filename, file size, and file state.



Once the file is added, the system can process it using the 'Execute' button.

3.3 Process

The 'Execute' button will be shown at the bottom of the screen. Executing will process the images inside the .zip file, turning over the images to the database.

This process will perform two basic actions:

  • Add new images.
  • Update existing images with the ones provided by the .zip file.

Once processed, the file cannot be processed again.

3.4 Results Analysis

Once processed, the form will present the results.

The table will show all images processed, as well as the number of additions or updates where a processing error occurred.



If errors are produced, an error table will appear in the form. This table will provide information on the filename, file path, and the error produced.