Importing Vendors or Manufacturers Into PayGo

Part 1: Preparing Your File For Import

Doing imports of vendor and manufacturer information is relatively easy in PayGo. It requires you have a file in one of several formats ready with your previous vendor information. The formats recommended for your source file are as follows:

• Tab-separated text document (.tab or .txt)
• Comma-separated text document (.csv or .txt)
• Microsoft Excel document, preferably single sheet (.xls)

Popular field names in the PayGo vendor database are as follows – The label is listed first, then the actual field name in PayGo.:

Vendor Information:

Vendor Name: Vendor_Name
Address: Address
City: City
State: State
Zip: Zip
Country: Country
Email: Email
Phone Number: Phone Number
Fax Number: Fax Num
Vendor or Manufacturer? (3.5 only): Record_Type
(note – you want to have your file say either “Vendor” or “Manufacturer” in it for this field to distinguish your vendors from your manufacturers, however, this is not a required designation and can be set manually later.)
You can prepare your file in advance by making the first line of your excel or text file be our field names above the columns of data. In a tab-separated or comma-separated text document, the field names would be the first line, then a tab (or comma) then another field name, etc. all the way across the first line of your file.

Part 2: Data Import

1. Start PayGo.

2. On the Main Menu – click “Find Vendor”

3. For the find request, leave all the fields blank and click the “Find” button – this will bring up every vendor record. If you do not have any vendors in your database this will come up with no results, so create at least one vendor with “New Vendor” and try it again.

4. On the button bar at the top of the screen, click the “Export Import” button.

5. A message will appear asking if you wish to Export or Import, click “Import”.

6. A file window will appear asking for the location of your source vendor file we made earlier in the document. Locate this file and click Open. If you notice your file is not showing, make sure that the “File Types” box (on Windows) below shows “All Files (*.*)”

7. A window will appear named “Import Field Mapping” – this window allows you to match up the field names of your source data on the left panel to the field names of our point of sale software in the right panel. Make sure you followed the instructions earlier in this document and named your source fields in your file according to the names our software uses. This saves quite a large amount of time.

8. On the bottom of this window, there is a checkbox that says “Don’t Import First Record (Contains Field Names)” – Since your source file should had field names matched to ours already, we will select this checkbox.

9. In the middle of this window on right side, there is an “Arrange by:” label with a drop-down menu next to it. In this drop-down menu, select “matching names”.

10. In the field mapping area above, the software should have just matched up the “Source Fields” to the “Target Fields” with an arrow pointing across to the other side to denote that data is moving across. If it does not match your fields, double check your source file to make sure the names match ours, and try again.

11. There is a set of buttons labeled “<<” and “>>” which allow you to scroll through a few sample records before going ahead with your import, check and see if your data matches up – then take the plunge and hit the “Import” button.

12. On the “Import Options” dialog that appears, make sure “Perform auto-enter options while importing” is checked. This generates relevant vendor IDs and other information for you and is very important.

13. The software will attempt to perform your import and should inform you how many new vendors were imported after it is finished.

PayGo is a solution provider for independent retailers based in Rochester, Minnesota. Our primary focus is on point of sale / retail management software. We also offer a Merchant Account integration, a WooCommerce integration, Digital Marketing Services, and more.

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