We’ve introduced some additional features to our Sponsorship & Partnership Engagement module to enhance the functionality around Inventory Imports into the system.
The Excel Inventory Import is an extremely robust tool that contains a lot of advanced business logic to determine how a single row in an Excel file is translated to multiple entities and relationships within our application. This includes functionality to automatically create new records if they do not exist in the system already, and create relationships to the inventory item being imported.
Note that some records are detected by ID in the spreadsheet, while others are found by matching name.
If the Inventory Item ID or Rate Card ID cannot be found, a new Item is created (i.e. a row is copied but the associated ID is not included and is left empty).
When the Division Name in a row cannot be found, a new Division is created.
If a Category Name and it’s Product Name combination cannot be found, a new Category and Product is created.
If Event List Names cannot be found, new Event Lists are created.
If a Rate Card cannot be found in the selected Season, the system creates a new one.
A challenge with this functionality is that often times a user will accidentally create new records when they are not desired. Some great examples would be:
Spelling errors could cause new Divisions or Categories to be created accidentally.
Attempting to rename a Division, Category, or Product in the Excel file actually creates new records rather than renaming existing ones (in this case the appropriate action is to use the Configuration Records area to make the changes).
A file with new inventory is imported twice causing duplicates and duplicate rate cards.
After duplicates are created, they are used on Deal Sheets making it difficult to clear and clean up without opening a support ticket with KORE.
To address this we’ve added some new options to control how the system handles these behaviors and set some default values to attempt to address some of these common issues experienced by users. These options now appear under the Import section.
By default the system will not create new Divisions, Categories, or Products. If new records are required the import process will fail and notify you that the appropriate record cannot be found in the system.
If you wish you still generate new records for these entities, you can do so by checking the appropriate options (i.e. if you are configuring a new system or creating a new Division with new inventory).
We also have an option to prevent the creation of new Inventory Items - this is especially useful if you are only updating existing items or creating new rate cards. Un-checking the “Create Inventory Items” option will help prevent the system from unintentionally creating duplicate inventory items.