If you're just getting started with FlexiBake, you may want to import your standing orders from your old software to save time and effort. or if you've been around a awhile it may be time for an overhaul that you want to get done in bulk. That's where our Standing Order import comes in handy: you can create standing order templates for your clients without manually adding them.
Please Note: The Standing Sales Order import removes all existing Standing Order templates in the system and is intended to be used to populate Initial Standing Sales Order Information only. The import can be used repeatedly, but requires that users are aware that the import file will need to contain all standing orders that are needed in the system, not just the templates that will have changes.
Fill out the Import File
Step 1:
Download a copy of SSO Import Template here and open the it in Excel or another spreadsheet program.
Step 2
Enter the Customer Name in column B and the Customer's default Account Number (from Maintain Customers) in column A of the import sheet. These must both match what's in FlexiBake exactly for the import to succeed.
Step 3
In columns C to P, enter the name of the Route that delivers to that customer on that day of the week and the customer's position in the delivery sequence. For example, a delivery sequence of 1 means that customer is the first to receive a delivery
Please note:
-
- The Route and Route Sequence must be filled out with the same route and sequence number for each line associated with a customer.
- A Route and Route Sequence must be provided for all days of the week. If some clients don't receive deliveries all days of the week, we suggest creating a placeholder route to use for those days.
- Route information is required to be filled out for the import to complete successfully, but Route Sequencing will not be updated unless you choose to do so by checking the 'Update Routes' option when importing.
Step 4
In Column Q, enter the Product Code for the items the customer has on their standing order, then use Columns R-X to indicate the quantity of the product the customer would like to receive on each day of the week.
The Product Code must match up with the Product Code in FlexiBake
Step 5
(Optional) In column AC, add any Line Item Notes desired. Notes will appear as comment on the line item in the Standing Order Template and on any Sales Order generated from that standing order.
Step 6
Save the completed import file as a CSV
Importing from the Import File
Before you import from your newly created import file, you'll need to bring the file onto the cloud. For instructions, please see our related articles:
- Setup Windows File Explorer Access for PC
- Set a Shared Location with the Local Drive Map Tool for PC
- Transfer Files To/From Cloud on Mac OS
We recommend placing the file in either the P:\ or S:\ drives.
When logging into FlexiBake, the user you log into will require Administration permissions to proceed. If you are not able to see the Administration option in the upper menu bar, please speak to the administrator of your FlexiBake account so that they can grant you access.
Step 1
Log into FlexiBake as an Admin User and access the Administration dropdown. Select Imports, then Standing Sales Order Import
Step 3
Press Browse and select your import file. If you have headers on your import file (row 1 contains the column names), then make sure to turn on First record contains field names to skip over the headers when importing.
Step 4
(Optional) If you would like to import route sequences as well, check the Update customer routes box.
Please note that this will remove all existing route sequence data and cannot be undone.
Step 5
Click Import. The program will remove existing standing order templates at this time. A progress bar will indicate that the file is being imported.
Step 6
A message will appear once the import has completed successfully.
Maintain Standing Sales Orders will now reflect the imported standing orders
This process is generally intended as a one-time import when first setting up FlexiBake or making major updates to Standing Orders, but can be used regularly. Please note that importing Standing Orders will remove all existing Standing Order templates, but will not remove any existing sales orders created from those templates. This will sever the connection of those sales orders to the parent template, meaning they will not be able to be automatically updated when the Standing Order template is updated in FlexiBake, and will not count as the new Standing Order being generated.
So, if you generate standing orders in advance, place make note of what dates have already been generated prior to importing to prevent doubling orders up.