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Converting Initial Data into O…
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Last modified on 11/9/2012 1:35 PM by User.

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Converting Initial Data into OASIS

Overview

As a new OASIS user we can help you get started by converting customer and manufacturer data. We do this one time and there are certain fields required. This document will explain the process.

NOTE

  • Accuracy of the data converted is not guaranteed or supported by OASIS.
  • Customers are defined in OASIS as distributors, contractors, architects, engineers, owners or any other type customer you do business with. These are the defaults fields in OASIS.

 Customer & Manufacturer Data

There are several file formats we can convert data from. Generally spreadsheet and database files are the most common. Call us if you have another file type or program you are converting from. The data usually contains information such as:

-          Manufacturer or Customer name

-          Address

-          Phone and fax numbers

It may also contain other information such as:

-          Commission and overage policies

-          Terms and more

 

For us to convert data there are two required fields (Manufacturer Name and ID). You must add a “Mfg ID” column if there is not one. Example below

 

If using a spreadsheet:

 

Mfg ID

Mfg Name

Address 1

Address 2

City

State

BLC

Big Lighting Company

123 Any Street

Suite 2

Cabot

AR

ANY

Any Lighting

456 Win Ave

 

Searcy

AR

MOREB

More Ballasts

883 22nd St

Building 2

Little Rock

AR

MYLITE

MyLite Inc

22 West Dr

Ste 100

Omaha

NB

  

 

Cust ID

Cust Name

Address 1

Address 2

City

State

ABC

ABC Distribution

123 Any Street

Suite 2

Cabot

AR

CED-NOR

Consolidated Electrical Distributors - North

456 Win Ave

 

Searcy

AR

GRAY/C

Graybar – City Center

883 22nd St

Building 2

Little Rock

AR

GRAY/S

Graybar - South

22 West Dr

Ste 100

Little Rock

AR

 

Here are a few of the most common fields OASIS can convert from your data:

Manufacturer

 

Mfg Name

Mfg ID

Addresses

City

State

Zip

Phone

Fax

WWW

Standard Comm

Standard Overage Split

Freight Allowance

Min Order Amt

Terms

Agent Number

Notes

 

 

 

Customer

 

Cust Name

Cust ID

Addresses

City

State

Zip

Phone

Fax

Sold To

Bill To

Ship To

Cust type/role (Dist, Architect, Eng, contractor, etc)

  

Contacts Data (people)

Contacts in OASIS are people you deal with daily whether they are at a manufacturer or a customer. The required field needed for conversion is the “Cust ID” or “Mfg ID”. Any contact data sent to us must contain a field or column for Customer or Manufacturer ID.

 

Example

 

Cust ID

First Name

Last Name

Position

Email

Cell

ABC

John

Doe

Quotes

Jdoe@abc.com

501-333-2222

CED-NOR

Jane

Doe

CSR

Janed@ced.com

501-333-2231

GRAY/C

Tony

Moss

Order Entry

Tony@gray.com

501-334-2213

GRAY/S

Lindsey

Smithwick

Quotes Mgr

LindseyS@gray.com

501-223-2231

 

Other data (quotes, orders, etc)

We do not recommend converting quotes, orders, etc into OASIS as a general rule. Older databases especially do not lend themselves very well to converting. If the data is stored on a relational style database conversion may be possible, we will need to examine the data and make a recommendation. There may also be a cost associated with converting this type of data.

 

Making the switch over to OASIS

Once you had adequate training on OASIS you are ready to make the switch. We have found that when beginning to use OASIS, it is better to start new projects on OASIS, continue to run existing projects on the current system until they are completed. Call us if you have questions or would like to proceed another way.

 

Summary

As a service to our customers we will convert a set of data before an client begins using OASIS. After a client begins using OASIS, we do not recommend data conversion. Converting data can be a bit tricky trying to avoid duplicates, data that does not match fields, etc. For this reason we do not convert data once a client begins using OASIS.

 

If you have any questions regarding data converting please give us a call @ 501-843-6750