Bulk Import to Update Buyers (Excel)

• Overview
• Purpose
• Feature Description
• Instructions
• Important Notes

Overview

You can bulk update transaction buyer information using Excel data.

Purpose

The Bulk Update Buyers (Excel) feature is used for the following purposes:

• Efficient Bulk Editing of Large Volumes of Buyer Info: Dramatically reduce the man-hours required to open and edit each Buyer Details screen one by one, and update hundreds or thousands of data entries at once using an Excel file. This allows for large-scale data corrections, such as organizing Customer Codes or adding Email Recipients for Billing Invoices/Delivery Notes, to be completed in a short time.
• Maintenance of detailed transaction settings and attribute information: Accurately and quickly reflect important setting changes directly related to transaction operations, such as Deposit Percentage, Payment Terms, Agent assignment, and Tax Identification Number (VAT, etc.). By organizing and checking data offline before importing it into the system, you can apply the latest Transaction Terms while preventing mistakes.

Feature Description

Buyer Data Import is a feature that allows you to bulk update (edit) multiple transaction buyer information using an Excel file.
Instead of operating one by one on the screen, you can reflect the following information collectively simply by uploading a file.

Controllable Buyer Info:

• Basic Settings: Custom Buyer Display Name, Unique Code, Customer Code, (Default) Tax Identification Number (VAT or tax-related ID)
• Transaction Terms: Deposit Percentage, Transaction Terms, Ratio / Percent Off, Currency, Language, (Default) Payment Terms
• Notification Email Address Settings: Billing Invoice Notification Email Address, Delivery Note Notification Email Address
• Buyer Custom Attributes: Created Buyer Custom Attributes
• Other: (Assigned) Agent Unique Code

Instructions

The flow for Buyer Data Import is as follows.

1. Download Buyer Data Import XLSX File
2. Edit the Buyer Data Import XLSX File
3. Import the Buyer Data Import XLSX File to DEXTRE to bulk update

1. Download Buyer Data Import XLSX File

1-1. Go to Download Page

1. Click the Buyers menu.
2. Click the Buyer Data Import tab.
3. Click the Download Buyer Data Import XLSX File button.
   It transitions to the "Download Buyer Data Import XLSX File" page.

1-2. Configure Download Conditions

1. File Language
   Select the file language to download from the pull-down menu.

   • Japanese
   • English

2. Custom Attributes
   Select whether to include custom attributes in the update contents.
   "Include all custom attributes" is enabled by default.

   • Enable: Include all custom attributes in the update contents
   • Disable: Do not include custom attributes in the update contents
     *If you want to limit the custom attribute items to be updated, select "Disable" and check the checkboxes for the items to be updated.
   info

   Custom attributes are displayed based on the registration details in "Buyers > Buyer Custom Attributes".

3. Search Buyers
   You can search for buyers to bulk update from each item.

4. Select Buyers
   Check the checkboxes of the buyers to bulk update.
   Clicking the Select All button selects all buyers matching the search conditions.

1-3. Download file

1-2. Configure Download Conditions are complete, click the Download button.

The "Buyer Data Import XLSX File" is downloaded.

2. Edit the Buyer Data Import XLSX File

Open the "Buyer Data Import XLSX File" downloaded in the previous section 1. Download Buyer Data Import XLSX File, and enter data for each item you want to update.

Explanation of each item

Please enter the Update referring to the following.
*When updating only specific items, please be careful not to edit or delete data for items that are not to be corrected.

• Column A: TxnBuyer ID__txnBuyerId * Update not allowed

• Column B: Business Type__businessType * Update not allowed

• Column C: Buyer Name__buyerName * Update not allowed

• Column D: Customer Display Name__customerDisplayName
  You can update the buyer account name displayed on the Maker App.

• Column E: Unique Code__uniqueCode
  You can register a code used when bulk creating orders or original delivery notes. (Codes that duplicate other buyers cannot be registered)

• Column F: Customer Code__customerCode
  You can register an arbitrary transaction partner code for internal management.

• Column G: Deposit Ratio__integerDepositPercent
  You can register the deposit percentage when "Billing Term: With Deposit".

  (e.g. Deposit 30%, Balance 70% -> Input: 30)

• Column H: Transaction Term__transactionTerm (*1)
  Select the transaction term to use from the drop-down list.

• Column I: Discount OR Retail To Wholesale Rate__integerTransactionTermRate
  Depending on the transaction term, you can register "Ratio" or "Discount rate".

  • Case of Ratio: Input Ratio (e.g. 60% -> 60)
  • Other cases: Input Discount rate

• Column J: Currency__currency (*1)
  Select the currency to use from the drop-down list.

• Column K: Language__language (*1)
  Select the transaction language to use from the drop-down list.

• Column L: Default Tax Identification Number(VAT)__defaultTaxIdentificationNumber
  You can register the buyer's Tax Identification Number (VAT, tax-related ID, registration number, etc.).

• Column M: Default Payment Terms__defaultPaymentTerms
  You can register the payment terms to be stated on invoices etc. with arbitrary wording.

• Column N: Billing Invoice Notification Emails__billingInvoiceNotificationEmails
  You can register up to 3 email addresses used when sending Billing Invoice PDFs by email.
  When registering multiple, please separate email addresses with "," (comma).

• Column O: Delivery Note Notification Emails__deliveryNoteNotificationEmails
  You can register up to 3 email addresses used when sending Delivery Note PDFs by email.
  When registering multiple, please separate email addresses with "," (comma).

• Column P onwards: Displayed when custom attributes are included.

• Last Column : (Allocated) Agent Unique Code__brandManagedAgentUniqueCode (*2)
  You can register the "CODE" of the agent to assign.

info

*1
The options for the following items are displayed as list choices based on the settings in "Maker Settings > Core Preferences".

• Column H: Transaction Term__transactionTerm
• Column J: Currency__currency
• Column K: Language__language

*2
You can check the assignable agent "CODE" in "Buyers > Agents".

3. Import the Buyer Data Import XLSX File to DEXTRE to bulk update

3-1. Go to File Import Page

1. Click the Buyers menu.
2. Click the Buyer Data Import tab.
3. Click the Buyer Data Import button.
   The "Bulk Update Buyers" modal opens.

3-2. Import File

1. Click the Select XLSX File button.
   A file selection screen will open, select the target Bulk Update Buyers XLSX file.

2. Click the Import button.
   The bulk update of buyer information is executed.

   If imported successfully, the buyer information will be updated in bulk.
   If the import fails, an error will be displayed.
   Please correct the "Buyer Data Import XLSX File" according to the error details and import again.

Important Notes

Maintaining File Structure and Required Columns

Do not delete or modify columns A to C of the downloaded "Buyer Data Import XLSX File".

These are important information for the system to uniquely identify the buyer.
If you delete columns or change header names, an error will occur during import and the update cannot be performed.

Data Format and Integrity

To prevent data entry errors, select values from the drop-down list when updating the contents of cells with borders.

For numeric items "Deposit Percentage" and "Transaction Term Rate", please enter 2-digit numbers in "%" units.
Also, when assigning by entering "Agent Unique Code", please check if it is a valid code registered in the system.
If an unregistered code or incorrect code is included, the import will fail.

Handling Blank Cells and Data Deletion

If you upload the update file with cells blank (empty), the corresponding item will be updated to "Not Set" status (data will be deleted).

Even if you are updating only specific items, please be careful not to accidentally delete data for other items.
For items whose values you do not want to change, do not leave them blank and keep the original data entered.

Notes on Overwriting Data

Updates by this feature overwrite existing data with the contents entered in the file.

There is no feature to restore (roll back) information once updated.
When changing a large amount of data at once, it is recommended to perform operations carefully, such as saving the downloaded "Buyer Data Import XLSX File" as a backup.

Handling Errors and Re-execution

If there is a defect in the file content during import execution, the system interrupts the update process and displays an error message.

Data is not partially updated, and the process results in "All Success" or "All Failure".
If an error occurs, please check the displayed message (failure reason), correct the corresponding part, and then upload the file again.