Using File Upload/Download
- Jason O'Malley
- Chris Slattery
- Daniel Renshaw
Catalogue Item File
You can download a copy of your existing Catalogue Item File from the Control Panel under Ecommerce > Catalogue Versions.
Click Create File next to the specified version of the catalogue to generate a file then click the New File Created link to download it.
- Open your Catalogue Item File in Microsoft Excel and fill in the Catalogue Item File’s fields with relevant information
Fields highlighted in grey shading with bold text in the table below are mandatory fields and must contain data
HTML can be used for the ProductDescription and SpecialInstructions fields if required. Keep field text all on one line (or one cell in Microsoft Excel) and do not use carriage returns or it will cause issues with the upload. Instead, use the <br> tag to add line breaks
Field | Description | Example Value |
ProductCode | The code of the product | B100 |
ProductName | The name of the product | Corona 24 Pack Carton |
ProductDescription | A description of the product, keep all descriptions on one line (65000 character limit) | This is a bottle of Beer.<br>It’s very refreshing. |
CategoryLevel1 | The first level category (Beer -> Lager -> Cartons) | Beer |
CategoryLevel2 | The second level category (Beer -> Lager -> Cartons) | Lager |
CategoryLevel3 | The third level category (Beer -> Lager -> Cartons) | Cartons |
UNSPSC | United Nations Standard Products and Services Code | - |
ManufacturerName | The name of the manufacturer | Generic Beer Co. |
ManufacturerProductCode | The manufacturer’s product code | BEER01 |
SpecialInstructions | Can be used in addition to the description (400 character limit) | This is a second description |
UnitOfMeasure | The unit for measuring an item (2 character limit e.g. EA for each) | EA |
Weight | Shows an items weight on the website (unrelated to freight) | 7.92kg |
Size | Shows an items size on the website (unrelated to freight) | - |
FreightChargeApplies | The item weight value used for freight rules based on weight e.g. 1 for 1kg or 100 for 100g | 0.6 or 600 |
LeadTime | Time (in days) that it will take for item to be processed. | 2 |
MinimumOrder | The minimum number of a products that must be ordered | 1 |
StandardPrice | The standard (regular) price of a product | 3.20 |
GSTRate | The Tax rate for an item | 10 |
Priority | The higher (1 being the highest) the priority value the sooner it is shown in a category list. | 10 |
IsHidden | Shows (0) or hides (1) a product on the website. | 0 |
AllowStockLevels | Shows (1) or hides (0) an item’s stock balance set in StockBalance | 1 |
StockBalance | Shows (1) or hides (0) the amount of stock on hand for the item | 235 |
AllowNegative | Enables (1) or disables (0) backordering of items for customers | 0 |
An example Catalogue Item File with the above information can be viewed here. Once open, use the highlighted icon in the image below to download and open file in Excel.
Upload a Catalogue Item File
- The Catalogue Item File must be saved as .txt Tab Delimited
- From the Control Panel go to File Upload/Download (Administration > File Upload/Download)
- Click the Upload Files tab and select Catalogue Items File from the dropdown menu
- Click Browse and select the file you want and click Open
- Select the appropriate option from the Action dropdown
- Create New Catalogue Version: Creates a new catalogue which will become active by default, changes appear on the website straight away (recommended)
- Modify Existing Catalogue Version: Appends new items to the current active catalogue version in Ecommerce > Catalogue Versions
- Perform validation and display errors: Reads the file and checks for any errors and displays them (recommended before an upload)
- Check or uncheck the Set Version Active checkbox
- Checked: New catalogue will be active and available on your website once the upload is complete (recommended)
- Unchecked: New catalogue will be inactive and will need to be turned on in Ecommerce > Catalogue Versions
- Enter a descriptive name into the Catalogue Version Name field
- Click Upload
- The Catalogue Item File is uploaded and immediately processed
- Once complete you can view the upload messages, this will inform you of any errors during processing
Freight File
You can download a copy of your existing Freight matrix from the Control Panel under Ecommerce > Freight.
Click Create File to generate a file then click the New File Created link to download it.
- Open your Freight File in Microsoft Excel and fill in the Freight File’s fields with relevant information
Fields highlighted in grey shading with bold text in the table below are mandatory fields and must contain data
Field | Description | Example Value |
FreightName | Freight text value viewable to the customer during the checkout process | Standard or Express |
FreightMethod | Internal Freight rule name viewable in the Control Panel | Freight-Melbourne (V1) |
EffectiveType | How the freight will be restricted e.g. POSTCODE or COUNTRY | POSTCODE |
EffectiveCode | Value for the EffectiveType e.g. 5000-5100;5400-5999; (POSTCODE) or ;NZ; (COUNTRY) | 3000-3210; |
UseFlatRate | 1 (Use a flat rate) or 0 (Use a calculation) for Freight | 0 |
UnitType | The unit used for calculation e.g. COST, FUNIT, CUNIT | COST (Price), FUNIT (Weight/Cubic) or PUNIT (Count) |
UnitCost | Cost for each unit on top of BaseAmount e.g. $2.50 Cost for each item in cart | 2.50 |
BaseAmount | Base cost for Freight before adding Unit Cost e.g. $15 | 15.00 |
BreakType | the type of freight rule e.g. COST, FUNIT, CUNIT | COST (Price), FUNIT (Weight/Cubic) or PUNIT (Count) |
BreakLowerLimit | The starting or lowest value for the rule e.g. 0 kgs or grams | 0 (0 kgs or grams) |
BreakUpperLimit | The ending or highest value for the rule e.g. 3 kgs or 300 grams | 3 (kgs) or 300 (grams) |
Active | 1 (sets the rule active) or 0 (if BuyerSpecific is being used) | 1 |
TaxPercent | The tax rate for the Freight rule (should be 10 for GST) | 10 |
BuyerSpecific | If the Freight rule will be manually assigned to buyers in Manage Buyers | 0 |
An example Freight File with the above information can be viewed here. Once open, use the highlighted icon in the image below to download and open file in Excel.
Upload a Freight File
The Freight File upload process allows you to either refresh all freight records in Control Panel or append to existing freight records.
The process of uploading a Freight File can be utilised by both integrated and non-integrated customers.
When the file upload is complete you can view the upload process messages to check for any errors.
- Click the Upload Files tab and select Freight File from the dropdown menu
- Click Browse and select the file and click Open
- Check or uncheck the Would you like to remove any old records checkbox
- Checked: All freight records will be deleted prior to the upload
- Unchecked: The current freight records will be appended with the records in the file
- Click Upload
Buyer File
As a part of a website project we can perform a once off upload of customer accounts.
This is achieved via a Buyer File, although some additional files may also need to be provided depending on your customer records.
You should populate this file with all the accounts that you want to login to the website upon launching it.
See the table below for a description of what each field is for and also the file (attached) for an example of the data we will require.
Project Customers: Please extract the customers from your accounting system and add the data to the buyer file format. Once complete please return the buyer file to us for review.
- The "Seller Reference" is the defining record of your customer as per your accounting system. It is very important for this to be accurate.
- There may be additional fields to the ones below. These should be covered in documentation you receive from Straightsell.
You can download a copy of your existing Buyer File from the Download Tab under Administration > File Upload/Download.
Select Buyer File from the first dropdown menu and click the Download Data File link to download it.
- Open your Buyer File in Microsoft Excel and fill the Buyer File’s fields with relevant information.
When done, make sure you save the file as a Tab-Delimited Text File (not a Microsoft Excel Workbook)
| Field | Summary | Example |
|---|---|---|
| BuyerName | The customer's company name. | Building Co |
| Address1 | The first part of the customer's address | 123 Main Street |
| Address2 | An optional second line for a customer's address | Corner 1 and 2 Streets |
| City | The city or suburb | Melbourne |
| State | The state | VIC |
| PostCode | The post code | 3000 |
| Country | The country | AU |
| Fax | If a customer has a fax number | 12348888 |
| AdminName | The full name of the customer. | John Smith |
| AdminEmail | Customer email, Should match BuyerUserName if using email addresses as usernames | |
| AdminPhone | The phone number of the customer | 0499123999 |
| ABN | Australian Business Number | 123456789 |
| BuyerUserName | Customer username, Should match AdminEmail if using email addresses as usernames | |
| BuyerPassword | A generic password can be entered here as customers will be sent a link to set their own | Password99 |
| BuyerType | 2 for an Administrator (full access) or 1 for a Standard User (restricted access) | 2 |
| ApprovalStatus | 1 should be set here, 0 will mean Buyers aren't approved and will not be able to login. | 1 |
| DefaultTerm | The default payment term for a Buyer. Only one can be set here. | Credit Card |
| RestrictView | N/A | |
| RestrictViewBy | N/A | |
| DefaultStore | N/A | |
| SellerReference | Must match the customer's reference in the accounting system. | BUILDINGCO |
| StartPage | N/A |
An example Buyer File with the above information can be viewed here. Once open, use the highlighted icon in the image below to download and open file in Excel.
Upload a Buyer File
The Buyer File upload process allows you to either upload your initial buyer file records in Control Panel or append to existing buyer records.
The process of uploading a Buyer File can be utilised by both integrated and non-integrated customers.
When the file upload is complete you can view the upload process messages to check for any errors.
- Click the Upload Files tab and select Buyer File from the dropdown menu
- Click Browse and select the file and click Open
- Click Upload
Catalogue Association File
A Catalogue Association File can be used to assign Child Products to a Parent Product or to create a file for Related Products
You can download a template for the Catalogue Association File from the Download Tab under Administration > File Upload/Download.
Select Catalogue Association File from the second dropdown menu and click the Download Header File link to download it.
- Open your Catalogue Association File in Microsoft Excel and fill in the fields with relevant information outlined below
- Choose option for creating a file for product options (child products)
- Choose addon when creating a file for related products
- Save the file as a Tab-Delimited Text File (not a Microsoft Excel Workbook) as this is the format the Control Panel understands when reading the file
Note: If using Product Options, set the “Child Products” to “Hidden” in CatalogueLINK so that these products do not appear on the website both against the parent and separately.
Field | Summary | Example |
ParentProductCode | The code of the product that will contain the child product(s) | 12345 |
ChildProductCode | The code of the product(s) that will appear against the parent product | 12345_child |
Type | option: for product option menus addon: for related products against a parent | option addon |
ChildPriority | option: the order in which options appear (highest number appears first) addon: the order in which related products appear (highest number appears first) | 1 1 |
An example Catalogue Association File with the above information can be viewed here. Once open, use the highlighted icon in the image below to download and open file in Excel.
Upload a Catalogue Association File
The Catalogue Association File upload process allows you to upload the associations between products you made in the file.
- Click the Upload Files tab and select Catalogue Association File from the dropdown menu
- Click Browse and select the file and click Open
- Check or uncheck the Would you like to remove any old records checkbox
- Checked: All product association records will be deleted prior to the upload, recommended only if new file contains all past and present product associations
- Unchecked: The current product association records will be appended with the records in the file
- Click Upload
- Once the Catalogue Association file is uploaded it will become scheduled to be processed
- Click Refresh Upload Messages to see the status of the upload process.
Address File
We currently do not recommend you use this functionality.
| Field | Summary | Example |
|---|---|---|
| RelType | The type of address, either for an Organisation, Buyer or Contact | Account / Buyer / Contact Account Name |
| RelID | The reference. Either the name, Seller Reference or Contact Email Address | Name / Seller Reference / Contact Email Address |
| Created | A date for the address. Can also be left blank | Date, or blank |
| AddressType | The type of address | Mailing / Billing / Actual / Delivery |
| Address1 | The first line of the address | Straightsell, 122-126 Adelaide Arcade |
| Address2 | The second line of the address. Note: This may or may not be enabled for your website. Please contact us if you are unsure. | Balcony Level |
| Suburb | The suburb of the address. | Adelaide |
| State | The state of the address | SA |
| PostCode | The post code of the address | 5000 |
| CountryCode | The country code of the address | AU |
Upload a Address File
When the file upload is complete you can view the upload process messages to check for any errors.
- Click the Upload Files tab and select Address File rom the dropdown menu
- Click Browse and select the file and click Open
- Click Upload
Scheduled Processes
The Scheduled Processes page displays the status for files that were manually uploaded to the website from File Upload/Download
This page can be accessed from Administration > Scheduled Processes
The following file types use process scheduling:
- Catalogue Association File
- Buyer File
- Buyer Favourite File
- Organisation File
- Contacts File
- Address File
Note: The Catalogue Item File and the Freight File are processed directly after upload and do not utilise the Scheduled Processes page
Viewing Scheduled Process Queue
There are two processing states:
- Queued - The file is queued and awaiting processing
- Processing - Processing of the file is underway
- The list will be cleared when processing is complete
Note: Larger files will take longer to process, if you wish to stop a file from processing you can press Delete in the actions column