After you click “Start import” button at bottom right of the page, an Import Task is created and you will be taken to the “Import progress“ view. Import Task handles the actual creation of objects, based on your data and mappings chosen. Because the process can take a while, it is run as a background task, meaning that it will still be executed even if you close your browser. Image below shows the Import progress view with both import jobs being successfully imported.
Here you can track the process of the Import progress view. It list all data imports performed to your Provet Cloud module, with the latest one you just started listed at the top, as shown in the screenshot. The rightmost column will show the status of each of the imports, with previous imports most likely having the “Success” state. Other statuses may be “Pending”, “Running” and “Failure”.
The import process should be started soon after it has been created, but this depends also on other background tasks that may be running or in queue. If the import does not start right away, just give it some time. Also please note that you must refresh the page in order to see if the status has changed, the page will not update itself.
When the import has finished (status is “finished” in the jobs view), check that everything was imported correctly. Compare the number of objects to the number before import.
Email-field should contain a valid email address and nothing else. Import will fail on all rows with an invalid email. No additional info, no multiple addresses divided by comma, etc.
Phone numbers will be imported as mobile phones, and it cannot be changed in the importer. There is no way to be sure which phone number is an actual mobile phone, but at least this way you can send SMS messages by default. Currently we support up to three phone numbers to be imported per Client.
Species are mapped to the active species list in Provet Cloud, which by default is a VeNom list. If you are not satisfied with this species list, you can import your own. An animal must always have species information. Image below shows an example of mapped species. The “Source value” column shows every species found in your example source data file. Target value is the mapped value from Provet Cloud default breed list. Note that Provet Cloud requires a default value for species, even if all are correctly mapped. In this case, we have chosen the first value “Amphibian, unspecified”.
Breeds cannot be mapped in the importer. This is because available breeds are determined on the animals species. For this reason, we recommend that you put breed information to the Remarks field. This could become a feature in the future.
Remarks field should contain all information that cannot fit to any other field. As Provet Cloud supports mapping only one source data column to each field, you must combine all data you want to put to Remarks into one field. This can be done simply in Excel.
Microchip field should contain the standard 15 digit microchip. This field will give an error if the source data is more than 15 characters long. Remember to strip out all spaces from the source data, as well as all other unnecessary information. If your microchip column contains something other than the standard microchip, consider putting it to the Remarks field. If you deal with some other indentifying method, such as tattoo numbers, and are certain they are shorter than 15 characters, those are probably best put in the Remarks field.
Provet Cloud supports importing of Organization Items. You can import any type of items, except for laboratory analysis panels as these are currently not supported. Items must be be imported one type at a time – choose the correct type in the Upload File view. It is best to separate different types of items to separate data files.
Mandatory fields are Name, VAT Group and Item list. If you use only one VAT group for all items in your data file, simply locate the the VAT group field in Mapping view and click the pencil icon, then select the desired Vat group from the drop down list. If you need to use multiple VAT groups, they can be mapped by dragging the VAT group field to the correct column in your data file, and then clicking the pencil icon to map all found values to existing VAT group objects in Provet Cloud. By default, Provet Cloud contains most common VAT groups, but if something is missing you can create more in Settings > General > VAT management.
Provet Cloud has multiple price fields for items. Selling price is the price you use on Consultations and counter sales, so that is important to include. Buying price is not needed, but is helpful later if you need to change prices.
If you want your items to belong to an Item subgroup, then these subgroups need to be created before importing. Subgroups can be created in Settings > Items & Lists > Items > Item subgroups (see picture below).
In the picture above there is a parent subgroup and two child subgroups belonging to it. Import process supports up to three nested subgroups. If your item data file contained multiple subgroups for each item, you could map them to Item subgroup (level 1), Item subgroup (level 2) and Item subgroup (level 3). Note that when importing items there is also a Provet Cloud field called just Item subgroup. This can be used if you have just one subgroup for each item.
If you want your items to belong to a certain wholesaler, you must create all neccessary wholesalers just like you create item subgroups. Note that wholesalers belong to the stock management functionality and may be not available in your subscription plan.
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