Basic Data Import
Overview
Initial customer data can be imported from the previous system. This document explains some of the fields available, but does not cover everything. During your setup process Anovys will review your available data.
A sample spreadsheet can be viewed in Google here: https://docs.google.com/spreadsheets/d/1gQyc2q83ZMUs_7e57jDq2RiiALAndCWU88NNDbbQn14/edit?gid=809995916#gid=809995916
Or downloaded in Excel here: https://docs.google.com/spreadsheets/d/11D70xrC9qDT7CAY2cNvT-kJjy6IEbebd/edit?gid=809995916#gid=809995916
Tabs and Field Descriptions
Each tab has a different database table within Sprout. By using this form Anovys can quickly import your basic data to Sprout.
Fields colored with a TEAL should not be filled in. This is for database record IDs from Sprout. Anovys will assist you with this step.
Sales Rep Codes Tab
The sales rep codes are used to assign sales reps to customers.
Required
Sales Rep ID: A four character code, like CA18
Sales Rep Name: Colin Abbott
Customer Credit Terms
Customer Credit Terms Tab is used to populate terms used for customers. This tab is prepopulated. Additional terms can be created as needed.
Customer Setup
Customers always consists of a Customer and Customer Site, sometimes referred to as a bill to and ship to. Every delivery point, called a customer site or ship to has an associated Customer entry, often called a bill to. A customer can have multiple customer sites. For example, Darden may have twenty Olive Gardens under the “Darden” customer. Each Olive Garden is a delivery point where product is delivered.
Customer Tab
Required:
Customer Code: The customer’s code or account number. This is for the “Bill To” entry
Customer Name: The full name of the customer
Address1, address2, city, state, zip: Customer’s bill to address information
Phone: Main phone number
Active: Active or inactive - 1 is active, 0 is inactive
Company Site: The company site primarily serving this customer
Terms: The terms code
Optional
Email: Main email address – additional address can be added to contacts
GLN: GS1 global look up number
Sales Rep ID: The assigned sales rep, if applicable
Price Level: assigned price level short code – this must first be created in Sprout
Credit Limit: Dollar value for the customer’s credit limit
DUNS: The customer’s DUNS number
DUNS+4: The DUNS “+4” portion of the DUNS number
No Orders: Prevent order entry for the location - 1 is no orders, 0 is allow orders
GL Account Overrides: Override GL Codes. These must first be created in Sprout
Customer Site Tab
Required:
Customer Code: The customer code, from the Customer tab, this site is associated with
Customer Site Code: The customer’s site/ship to code or account number
Customer Name: The full name of the customer
Address1, address2, city, state, zip: Customer’s bill to address information
Phone: Main phone number
Active: Active or inactive - 1 is active, 0 is inactive
Company Site: The company site primarily serving this customer
Terms: The terms code
Optional
Email: Main email address – additional address can be added to contacts
GLN: GS1 global look up number
Sales Rep ID: The assigned sales rep, if applicable
Price Level: assigned price level – this must first be created
DUNS+4: The DUNS “+4” portion of the DUNS number
No Orders: Prevent order entry for the location - 1 is no orders, 0 is allow orders
Credit Hold: This tells the system the customer is active, but can’t currently order for credit reasons - 1 is credit hold, 0 is no credit hold
Require PO: Requires a PO for an order to get saved - 1 is require PO, 0 is no PO required
Send Passing: Tells the system to transmit a passing for the customer when passings are generated - 1 is send passing, 0 is not to send passing
GL Account Overrides: Override GL Codes. These must first be created in Sprout
Buyer Tab
Buyers are used to define what items are typically handled by a specific buyer
Required:
Buyer Code: A four character code, such as LL16
Description: The buyers name, such as Lizzie Lou
Item and UOM Setup
Item UOM Setup
Required:
UOM Code: Code to describe the UOM
UOM Description: Full description
Optional:
X12: X12 EDI Code. This should be a code that most accurately matches the UOM
UN Code: UN standardized UOM code. This should be a code that most accurately matches the UOM
A current listing of X12 and UN codes can be found here: https://docs.google.com/spreadsheets/d/1yIlIjxanK8uxbpmWqgVezM9ZDmvwGGbdiZLTQuZWpqk/edit?gid=0#gid=0
Item Code Setup
Required:
Item Code: The item code for the item
Item Description: The full name of the item
Active: Is the item currently active - 1 for active, 0 for inactive
Stock Item: Is the item a stock item - 1 for stock, 0 for non-stock
Optional:
Brand: Free text brand name
Size: Free text packaging size
UPC: The UPC Code
Default UOM: If other than case
Buyer: Buyer ID
Kit: Y/N Is the item a kit
Web disabled: Do not display on web order entry - 1 for do not display, 0 for display
UOM Autoconvert: Y/N Should units of measure be automatically subtracted from master
GL Sales Account Override: Uses a different GL account for sales
GL COGS Account Override: Uses a different GL account for COGS
GL Inventory Account Override: Uses a different GL account for inventory
Manufacturer Name: Name of manufacture
Manufacturer ID: Manufacturer ID number
Shelf Life: Expected shelf life
Max Temp: Max temp of the item during storage
Inbound Tie: Inbound pallet tie count
Inbound High: Inbound pallet height
Warehouse Tie: Warehouse pallet tie count
Warehouse High: Warehouse pallet height
Web Inactive: Inactive for all web uses
Item UOMs
Anovys must assist with the UOM tab once items are created
Vendors
Vendors are setup for purchasing in Sprout
Required:
Vendor Code: The vendors code or account number
Vendor Name: The vendors name
Address1, address2, city, state, zip: Vendor’s address information
Phone: Main phone number
Active: Is the vendor is active - 1 for active, 0 for inactive
Optional:
Email: Main email address – additional address can be added to contacts
Buyer ID: Buyer’s ID code
GL AP Account Override: Override GL account for AP
GL Expense Account Override: Override GL account for expense
GL Discount Account Override: Override GL account for discount
Tax ID: Vendor Tax ID
Users
Users in Sprout can be setup via the users tab
Required
Email: This is the users email address and login
User Name: The users name that shows on reports, such as CABBOTT
First name and last name: The users legal name
Do Not Use
The tabs in red should not be filled in. Anovys will assist
Cooler Layout
Anovys must assist with cooler layouts
General Ledger Account Codes
The GL account codes can be loaded in to Sprout from your current system
Required
GL Account: This can be up to 15 characters with prefixes and suffixes as well as dashes
Description: A description of the account
Type: This field is used for financial statement groupings. Please see this section for details: https://docs.google.com/document/d/1vOiUOat_JcUcfW2o2PGeWfVAAeviLH5aEzY4ecFwElU/edit?tab=t.0#heading=h.elf45r3j0nl9
GL Defaults
GL Defaults are used to be the account of last resort when a item, customer or vendor level over ride is not used. The GL Account code should be entered for every field except fields in Red. These are special use GL Defaults. Anovys will work with you if these defaults are required.
Additional Information is here: https://docs.google.com/document/d/1vOiUOat_JcUcfW2o2PGeWfVAAeviLH5aEzY4ecFwElU/edit?tab=t.0#heading=h.sweplaxxdvxz