Data Conversion Guidelines

This article describes the requirements and formatting details when converting data over to OASIS. Note: these are instructions on how to format the excel spreadsheet. The spreadsheet should be sent to OASIS support to be imported into OASIS. This service may be for charge depending on the circumstances.

Customer Data

Manufacturer Data

Representative Data

Contact Data

Note: When converting contacts, they may be either intermingled with customer data or as their own spreadsheet.

Formatting

Data must be in spreadsheet format, with columns forming common data elements, and rows signifying separate transactions (see below). The spreadsheet may be an Excel document or CSV file. Data in any other format will be rejected due to technical limitations (unless specified otherwise).

When using the optional entries, have each in their own columns:

Note: If your spreadsheet does not have IDs, we will ask you to add them in. IDs are crucial for OASIS to link transactions together, and while using names will work in some cases, IDs are much more compact (useful for reporting). Be sure when entering IDs to keep them as short as possible, but also unique. Keep in mind that you will be using these IDs to enter customer information in Orders/Quotes, so understanding them is key. Some ideas for IDs:

• Try a combination of characters from the name: My Test Customer -> MTC
• Add City/ST abbreviations for customers with multiple branches: Cabot, AR -> MTC-CAB; Little Rock -> MTC-LR

You may use a single spreadsheet, or multiple spreadsheets if needed. You may use one of the following templates:

Data on a single spreadsheet (Customers/Manufacturers/Reps, with contacts).

Your data will need a Type column so you can specify if the line is for a customer/mfg/rep, etc. This will double as your "Role" for your customers as well. If you have multiple contacts for one customer/mfg, be sure to list the data twice (at least the ID, Name, and Type). See example below:

Download: OASISData1.xls

Data on multiple spreadsheets (Customers, Manufacturers, Reps all separate) with contacts mixed in.

Your data will be clearer to read this way. Just like above, you will need to list your information twice if you have more than one contact at a company (at least the ID, Name, and Type). See example below:

You may want to download the attached spreadsheet as a template, which contains all the columns that have been listed in the examples above.

Download: OASISData2.xls

Data on multiple spreadsheets, contacts included.

When converting contacts separately, be careful to make sure you link the Contacts back to the company they are associated with. If they have no company, then leave all three ID fields blank.

Download: OASISData3.xls

Additional Data

For certain items, we can convert them as long as you follow one of the templates below:

Customer Accounts: OASISCustomerAccounts.xls

Inventory (In-stock parts only): OASISInventory.xls

All Example Spreadsheet Download Links: