Import / Export – Price Items

You can import/export Price Items under Settings > Import / Export (Administrators only).

 

Export Price Items

Things to know:

  • Images and files attached to Items are not included.
  • ‘Last changed’ dates and times are formatted as YYYY-MM-DD HH:MM:SS and are exported in your timezone (the timezone of the person currently signed in).

 

Import Price Items

Follow the instructions you see on screen:

  1. Download a CSV file.
    • Start from an empty template or an export of Items (to make updates).
  2. Use a spreadsheet to update/copy Items.
    • Leave the first row of field names untouched, as this is needed to import.
    • Use the ‘Item ÏĐ’ or ‘Item code’ to update Items.
    • Items will NEVER be deleted.
    • A maximum of 1,000 Items can be imported at a time.
      (a limit of 5,000 Price Items in total are supported in Quotient)
  3. Select your updated file and confirm.

Things to know:

  • An ‘Item code’ OR ‘Item title’ is required (i.e. at least one is required).
  • ‘Unit price’ wins over ‘Item total’ (if calculated differently).
  • Leave ‘Sales category’ empty to use the default.
  • Leave ‘Tax rate’ empty to use the default.
  • Specify an existing ‘Tax rate’ by name (i.e. it must already exist).
  • Specify an existing ‘Sales category’ by name (i.e. it must already exist).
  • To specify an Item with a ‘Subscription’, here are some examples:
    • Month, 1, 12  ← translates to “per month (for 12 months)”
    • Month, 6, 12  ← translates to “per 6 months (for 12 months)”
    • Month, 3  ← translates to “per 3 months”
    • Week, 5, 20  ← translates to “per 5 weeks (for 20 weeks)”.
  • To specify an Item as ‘Optional’, enter one of the following possible values:
    • Optional
    • Optional, selected
    • Multiple choice
    • Multiple choice, selected.
  • Just leave ‘Last changed’ empty (it will be ignored anyway).
  • What are the ‘special’ characters in the Item ÏĐ’ field? We use these special characters (UTF-8 characters) to verify that the CSV file you’re importing is UTF-8 encoded.

Updating Price Items

You can choose from one of two unique fields to update Price Items.

  • ‘Item ÏĐ’ – this is generated by Quotient (use it by downloading an export).
  • ‘Item code’ – this is yours to define.

The following rules are used to update Price Items:

  1. If you specify an ‘Item ÏĐ’:
    • An existing item with that ‘Item ÏĐ’ MUST exist.
  2. If you specify an ‘Item code’:
    • Any existing item with that ‘Item code’ will be updated.
  3. If you specify both ‘Item ÏĐ’ and ‘Item code’:
    • ‘Item ÏĐ’ wins.

TIP: To import Price Items from another account, you’ll need to empty the data from the ‘Item ÏĐ’ column for Price Items to be created in the new account.

 

Price Items, CSV file explained

The structure is the same for imports and exports.

Field

Sample value

Item ÏĐ

12345

Item code

10-DP

Item title

10 dinner plates

Long description

A detailed explanation...

Cost price

90.00

Unit price

100.00

Quantity

10

Discount

20

Item total

1000.00

Sales category

Sales

Tax rate

10% tax

Subscription

Month, 1, 12

Editable quantity

Editable

Optional

Optional, selected

Last changed

2016-12-01 23:00:00

 

Changelog

Changes to export fields - 5 December 2016:

  • Now two separate exports: Price Items and Text Items.
  • REMOVED column: ‘Price or Text item’.
  • CHANGED column: ‘Tax rate’ uses tax name – previously tax rate.
  • RENAMED column: ‘Account code’ to ‘Sales category’.
  • ADDED column: ‘Subscription’.
  • ADDED column: ‘Editable quantity’.
  • ADDED column: ‘Optional’.
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