Inventory Detail Website Export

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Instructions for Creating an Inventory Export File for use with a Web Site


Visual Jewelry Shopkeeper can export inventory data in various formats that are suitable for your web people to import into a web site.


Start with a sample export with a relatively short number of records and send them the result so that they can review it. [e.g. export just one major code for the test.]


The optimized way to do that in VJS is via Inventory Reports by Style.




Choose any criteria, Click Full Selection and check Web Export and Config Export.


[note: once the configuration part of this has been tweaked to work with your web site, you do *not* have to do that step every time]



One criterion that you may not have seen before is the Only w/Alt. Desc option and this is worth reviewing. See below for more notes.





Config Export allows you to select: a) Which fields you want included; b) A preferred export field name     (not that the export field names always matter)


This creates files called InvStyleExport in Excel XLS format as well as XML and Tab Delimited formats. The export files are put in the VJS Reports folder which is on the Windows Desktop.


... For the images, you could export *all* the images from your \VISUALJS\DATA\MAIN\IMAGES folder.


[the MAIN part may be different for you]


Your web or network person  might set up an "FTP synch program" to automatically send any new images to your website - perhaps daily.


More recent versions of VJS have an extra option to export picture files when you run the inventory web export option.


I.e. if you make a selection that creates an XML or XLS file of 100 new items, at the same time, VJS can copy the related picture files to a 'staging' folder  which can make it easier to upload them to your website.


Or - if you choose all items in stock, you'd get all corresponding pictures.


If you choose the Export Images option  from the Full Selection screen of the Inventory Reports by Style. The copies of the image files are put in the Image-Export folder which is inside the VJS Reports folder located on the Windows Desktop. This picture copy option is off by default.



*) More information on the Only w/Alt. Desc export selection option:



On the inventory status screen is a tab called Style Det. which refers to inventory details that are shared by all Sku's of the same style.




For example, you may have stocked Style 123K from Vendor G&D several times and each restock got a new Sku number. Each Sku may have a slightly different cost and price and even a slightly different description. Changing the description of one Sku does not change the description of the other Sku's.


However, the information on the Style Details page is a shared by all Sku's of the same style. There is a Notes box, an Alternative/Web Description a Web Status and Web Category.


You do not have to fill in any of these in order to export; however, for your website you may want to enter a description differently than for use in-store, in which case you can use these boxes.


The Web Status and Web Category boxes currently don't have any pre-defined meaning but you can fill them in with "codes" that might help your website handle those items differently.


There are innumerable possible uses, but for a simple example, one code might indicate that it "takes extra time to ship", or "only available in store" or "unique item" (un-restockable) or "not discountable."


Another use for the Alternative Web Description is that you can make the export feature select *only* those items that have such an alternative description.


I.e. filling in the Alternative Web Description is one way you can select which items you want to be sent to the web or which items to be *excluded*




Note that you don't even have to *use* the Alternative Description: You could type the letter X in the Alternative Description of the items you want to export, yet in the Export file you could include just the normal (Sku) description and normal notes.