Entering and Modifying Suppliers using Spreadsheet Data Manager—Exercises

Main Exercises

Purpose: The purpose of this lesson is to learn how to enter and modify suppliers using the Spreadsheet Data Manager tool.

Windows:
Suppliers
Supplier
(Spreadsheet Data Manager is installed locally and is available from within MS Excel using the IFS Applications menu option.)

Enter Supplier, Basic

1. Open Excel and select an empty sheet. Optionally rename the active sheet to Supplier NEW.
2. To create a new supplier, a number of fields are mandatory. Enter column headings for these fields in the first line of the Excel sheet. Enter corresponding values for the supplier(s) line by line. Example values of mandatory fields are found in below table.

Note: Field values are language sensitive! If you are not sure what values to use, open Suppliers Analysis, and find an existing supplier with the type of value you want to enter for the new supplier.

3. Open the Spreadsheet Data Manager, and logon. (Logon is only required once per session.)
4. Select Supplier and click Next.
5. Select New and click Next.
6. While in the Data Range field, either select the Excel lines holding the supplier information, or enter the cell references directly into the Data Range field.
7. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
8. Click the Identity field, then click the Select placement for... field, and enter the column where the (Supplier) Identity is found, e.g. B for Supplier ID.
9. Repeat until all mandatory fields are mapped, then click Next.
10. Click Finish to import the data and create the new suppliers in IFS Applications.
11. If no errors are found, the Result field is updated to Transferred. If the Result field displays Error, the cause of the error(s) displays in the appropriate Result Excel cells as a comment. Resolve the error(s), and retry.
12. Open Supplier and search for the new suppliers. Verify the entered data.

Notes:

• You may use the Generate button to let SDMAN try to automatically map the columns.

• You may need to modify the data range so that only erroneous supplier records are selected for the retry. The suppliers that were transferred are not possible to transfer once again.

• The order of the columns has no impact on the process. The Spreadsheet Data Manager will use the mapping information displayed in the Spreadsheet Data Manager Placement column. Any columns that are not mapped (i.e., no value appears for them in the Placement column) will not be imported into IFS Applications.

Enter Supplier, Advanced

Use the Supplier NEW tab in the Excel sample file to create new suppliers. The sample file contains values for all supplier fields that are possible to assign to a new supplier.

1. Open the Excel sample file, Supplier NEW tab.
2. Edit the Identity and Name column values, replacing XX with your initials.
3. Open the Spreadsheet Data Manager, and log on. (Logging on is required only once per session.)
4. Click Supplier and click Next.
5. Click New and click Next.
6. While in the Data Range field, either select the Excel lines holding the supplier information, or enter the cell references directly into the Data Range field.
7. Click the Result field (the cursor will shift focus to the Select placement for... field), then enter the letter for the Excel column where the result values should be inserted. For example, if your Excel Result column is column A, you would enter A.
8. Click the Identity field, then enter the column where the (Supplier) Identity is found, e.g. B for Supplier ID. Repeat until all fields are mapped, then click Next.
9. Repeat until all mandatory fields are mapped, then click Next.
10. Click Finish to import the data and create the new suppliers in IFS Applications.
11. If no errors are found, the Result field is updated to Transferred. If the Result field displays Error, the cause of the error(s) displays in the appropriate result message Excel cells as a comment. Resolve the error(s), and retry.
12. Open Supplier and search for the new suppliers. Verify some of the entered data.

Note: You may receive errors when you use the sample data. The main reasons for receiving errors are that basic data does not exist, and that site-specific data is missing.

Modify Supplier, Basic

1. Open the Excel sheet you used to create the first two or more new suppliers.
2. Copy the Supplier NEW sheet. Optionally name the sheet Supplier MOD.
3. To modify supplier data requires less mandatory data, only data to uniquely identify the supplier record to modify, the Result message, plus of course the data to modify, is required. Required data is found in below table.

4. Decide which data you will modify and then make the changes on the Supplier MOD sheet. The table below shows examples of changes you could make.

5. Open the Spreadsheet Data Manager.
6. Click Supplier and click Next.
7. Click Modify and click Next.
8. While in the Data Range field, either select the Excel lines holding the supplier information, or enter the cell references directly into the Data Range field.
9. Click the Result field, then enter the letter for the Excel column that contains the result message values. For example, if your Excel Result column is column A, you would enter A.
10. Click the Identity field, then enter the letter for the Excel column that contains the supplier identity values. For example, if your Excel Identity column is column B, you would enter B.
11. Click the Buyer ID field, then enter the column where the Buyer ID is found.
12. Click the Payment Term ID field, then enter the column where the Payment Term ID is found.
13. Finally, click Next, then Finish to finalize modification of existing supplier(s).
14. If no errors are found, the Result field is updated to Transferred. If the Result field displays Error, the cause of the error(s) displays in the appropriate Result Excel cells as a comment. Resolve the error(s), and retry.
15. Open Supplier and search for the modified suppliers. Verify the modified data.

Notes:

• If you have to retry, you may want to modify the data range so that only erroneous supplier records are selected for the retry. The supplier data that was transferred without errors does not need to be transferred again.

• Column order has no significance for the process. The SDMan will use information according to the mapped column as displayed in the Placement column of the SDMan. Columns that are not mapped, i.e., no value in the placement column, will not be considered.

• You can use Suppliers Analysis and output channels as base for modifying existing suppliers. Suppliers Analysis contain most supplier data.

Modify Supplier, Advanced

Use the Supplier MOD tab in the Excel sample file to modify suppliers. The sample file contains all supplier fields that you can modify for an existing supplier.

1. Open the Excel sample file, Supplier MOD tab.
2. Edit the Identity and Name column values, replacing XX with your initials. The value of the Identity column should be the IDs of suppliers that you have already created.
3. Verify that the address IDs match the existing IDs for each supplier.
4. Modify a number of fields of your choice.
5. Open the Spreadsheet Data Manager and log on. (Logging on is required only once per session.)
6. Click Supplier and click Next.
7. Click Modify and click Next.
8. While in the Data Range field, either select the Excel lines holding the supplier information, or enter the cell references directly into the Data Range field.
9. Click the Result field, then enter the letter for the Excel column where the result values are to be inserted. For example, if your Excel Result column is column A, you would enter A.
10. Click the Identity field, then enter the letter for the Excel column that contains the supplier identity values. For example, if your Excel Identity column is column B, you would enter B.
11. Click the Address Identity field, then enter the letter for the Excel column that contains the address identity values. For example, if your Excel Address Identity column is column H, you would enter H.
12. Map all fields containing values that you want to change, and then click Next.
13. Click Finish to finalize the modification of the supplier(s).
14. If no errors are found, the Result field is updated to Transferred. If the Result field displays Error, the cause of the error(s) displays in the appropriate Result Excel cells as a comment. Resolve the error(s), and retry.
15. Open Supplier and search for the modified suppliers. Verify some of the entered data.

Notes:

• The modify field list differs from the new field list. A number of additional fields are available.

• Field values are language sensitive! If you are not sure what values to use, open Suppliers Analysis, and find an existing supplier with the type of value you want to enter for the new supplier.