Use case - Import sale, quote and products

Overview

This use case describes the import of sales including quotes, quote alternatives, quote lines, products and -if required- price lists into SuperOffice from a file.

It is intended for SuperOffice administrators that are familiar with SuperOffice Quote and its configuration. And remember that all SuperOffice objects can be imported in one import profile if the data for all objects is in one record in the source (file). We’ll be using that a lot in this use case.

Step 1 - the logic

Based on the demands, we set the following business rules:

1. We create new sales and update existing sales based on the Sale Number we get from the source.

   1. We link the sales to the company based on the Company Number we get from the source and which matches the company numbers in SuperOffice.

   2. The sale type that we import has set its defaults to allow alternatives.
      
      

      Open

      

       

2. Every alternative has a unique name in the source, this is what we’ll use to check if an alternative already exists in a quote version.

3. Every quote line that is imported needs to have a corresponding product. That is why we will create a product if a product is not found in the price list that we get from the source.

4. The pricelist will be checked for duplicates against its name. We assume that the name is unique.

Step 2 - the file

Our source platform can deliver us an Excel document once per day. We’ll use the latest version of that file to set up the profile. This is what it looks like.

Open

It contains information about

• the company (column A, B)

• the sale (column C, D)

• the quote (version) (column E)

• the quote alternative (column F)

• the quote line (column H, I, J, K, L)

• the product (column H, J, K)

• the price list (column M, N)

Step 3 - configure the profile

Let’s look at the most important details of the profile that we have to create to import all details according to our business logic.

The full profile is available for download further down in this article.

In the ‘Configure Fields’ step, make sure you have the mapping as shown.

The field mappings that probably raise eyebrows are the ones that point to a Product object in SuperOffice instead of to a Quote Line. The sole reason for this is that DataBridge automatically ‘associates’ the Product object with the Quote Line object. If we would link the fields that are now mapped to Product to Quote Line, the product would not be created or updated.

In the 'Destination Settings' step we configure how new objects are created.

For company and sale we keep it simple and set both to merge (or update empty fields).

For the price list and product objects, we do the same. Price lists are matched on the name and product on the product code.

For quotes, quote alternatives and quote lines we configure so that an editable quote is updated with new details from the source and a new version is created only if the current quote version is not editable any longer.

For alternatives we match on its name, which is in the source file.

For quote lines we only have the option to do a duplicate match on the product and quantity combination. However, this is only checked for within the alternative.

Your settings should look like this.

Step 4 - test the profile

Let’s try to run the profile and see what the result is in SuperOffice. We can start a job from the profile and select the Excel document as the source file.

The job will show a total of 6 lines processed. The number of items created should be 13 and the number of items updated should be 18. Created would be:

• 1 company

• 1 sale

• 1 quote, including version and alternatives

• 6 quote lines

• 1 price list

• 3 products

When we open SuperOffice we see that our new sale is linked to the company and shows all details.

Downloads