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System Requirements & Installation
System Requirements
Installing Easify
Installing Easify for the first time
Installing the Easify Client on a New Computer
Upgrading Easify
Getting Started
Running Easify for the First Time
Evaluation Window
Installing your License
Initial Setup
Setting the Administrator Password
Login Window
Selecting your VAT status
Easify Main Window
Adding Products and Services
About Adding Products
Adding Manufacturers
Adding Suppliers
Creating Product Categories and Subcategories
Configuring Options
Configuring Options
Customers
Phone Dialing
Customer Types
Postcode Lookup
Advanced Options
Finance
Payment Routing
Payment Terms Options
YesPay
Regional Settings
Orders & Quotes
Order Statuses
Order Types Options
Advanced Options
Point of Sale
Receipt Printer
Advanced POS Print Options
Pole Display
Advanced POS Options
Products
Product Options
Default Margins Options
Product Info
Advanced Options
Purchases
Purchasing Options
Advanced Options
General
Document Management
Email Notifications Options
Updates
Advanced Server Settings
Help System
VAT Settings
VAT Settings
You're Ready to Go!
Products and Services
Products
Product Sales History
Adding a New Product
Adding a New Product
Product Details
Product Pricing
Product Stock Levels
Product Notes
Product Info
Editing Multiple Products
Designing & Printing Product Labels
Printing Product Labels
Importing Products into Easify
Importing Products into Easify
Supported Import File Types
Doing a Product Import
Customers
Customers
Orders & Quotes
Orders & Quotes Main Window
Order Status Explained
Working With Orders
Raising a New Order
Working With Products
Product Status
Internal Notes
Document Management
Scheduling
Assigning Users to Jobs
Keeping Track of Hours
Billing
Taking Payments for Orders
Purchasing
Purchasing
Raising a New Purchase
Adding Notes for Your Supplier
Purchase Internal Notes
Document Management
Scheduling Purchases
Recording and Searching Serial Numbers
Paying for Purchases
Paperwork Designer
Overview
Working with Text
Working with Pictures
Working with Boxes and Lines
Working with Data
Working with Sections
Section Editor
Menu Editor
Formula Editor
Advanced Field Formatting
Document Security
Toolbar Reference
Point of Sale
Electronic Point of Sale (EPOS)
Raising a Sale
Cancelling a Sale
Changing Product Quantities
Adding Comments to a Product
Selecting a Customer for a Sale
Creating a New Customer for a Sale
Discounting a Sale
Loading and Saving EPOS Sales
Printing Receipts & Other Paperwork
Taking Payments
Returns and Refunds
Setting the Float
Cashing Up
Knowledgebase
Knowledgebase Overview
Knowledgebase Article Editor
Users & Security
Security
Users
User Permissions
Finance
Finance
Accounts
Accounts
Cashbook
Cashbook
Bulk Invoicing
Troubleshooting
Installation Problems
Installation Error Codes Explained
MSXML6 Setup Failed
The SQL Server service failed to start
Could not load file or assembly when loading reports
Crystal Reports 2008 Runtime SP1 - Error 1935
Easify Advanced Server Upgrade
Easify Advanced Server (EASU)
Getting Started with EASU
EASU Installation Guide
Easify Advanced Server Manager
Running Multiple Companies in Easify
Running Multiple Companies in Easify
Installing an Additional Company
Installing EASU for a New Company
Scheduled Orders, Purchases & Backups
Scheduling Overview
Scheduling Recurring Orders
Scheduling Recurring Purchases
Scheduled Backups
Creating Scheduled Tasks
Viewing & Editing Scheduled Tasks
ECommerce with XML/SOAP
ECommerce with XML/SOAP
Easify Connector for WordPress / WooCommerce
Easify Connector for WordPress / WooCommerce
Installation Guide
Setup Options
Orders Options
Customers Options
Shipping Options
Payment Options
Logging Options
YesPay
YesPay Card Payment Processing Overview
What You Will Need
Setting up YesPay
Taking Payment with Chip & PIN
Taking Cardholder not Present Payments
Guides
How to move Easify V3 to another computer
How to manually uninstall Easify V3
Easify V3 is no longer supported.
For continued support and to get the latest features we recommend that you
upgrade from V3 to V4
as soon as possible.
CLICK HERE TO LEARN MORE ABOUT UPGRADING TO EASIFY VERSION 4
NOTE:
This help article refers to Easify Version 3 which is
no longer supported
.
Click here if you are looking for Easify Version 4 help articles
.
Doing a Product Import
You can launch the product importer via the
File->Import->Products
menu on the main Easify window.
This opens the Import Products Wizard.
You have two settings to consider here:
Select Import Settings
If you have previously carried out a product import and have saved your settings, then you can re-load them here by means of the drop down list provided.
Select File to Import
Here you must choose the file that you wish to import products from. This must be a CSV or TAB file. Click the browse button to browse for the file that you wish to import.
When you have selected a file to be imported, click the next button to move on to mapping columns.
Note: If you are importing from a CSV file, you should make sure there are no stray commas in the data as these will be interpreted by Easify as column separators. If you do have commas in your data i.e. in your product descriptions, make sure that the product description is surrounded in double quotes. For example the description
Sweaters, Black
will not import correctly as easify will assume the comma is a column separator. Easify will not treat commas that are contained within double quotes as column separators, and you can strip out the double quotes later on in the Preview screen. The description
"Sweaters, Black"
will import Ok because Easify will not treat the comma as a column separator as the comma is contained within double quotes.
This page of the wizard allows you to see the columns in the file to be imported on the left hand side, and to select the destination Easify columns on the right.
For each column on the left that you would like to import, select the corresponding Easify column from the drop down list on the right.
You do not have to map every column in the import file to an Easify column if you don't want to.
Note: There may be instances where you have more columns in the import file than there are available in Easify. In this case Easify will allow you to map multiple import columns to a single Easify column, as long as the Easify column chosen is either Description or Notes. For example, you could choose to map the columns Desc, Model & Colour in the imported file to the single Easify column description. The description column in Easify would then contain the Desc, model and colour from the import file, each separated by a space.
You may note that as soon as you change a column mapping, the Save button becomes enabled at the bottom of the import products wizard.
To save your product import settings, click the save button and in the resulting dialogue enter a name for the settings.
Click
OK
to save your settings so that they may be recalled for future product imports.
Click
Next
in the
Map Imported Columns into Easify
page of the wizard when you are happy with your column mappings, and are ready to preview your product import.
Previewing Your Imported Data
The next page of the wizard gives you a preview of every row of data that will be imported along with a colour coded status report of each row.
Each row of data represents a line of data from the import file. Near the beginning of each row are two columns that report the status of the row to be imported.
The
Action
column tells you what the product importer intends to do with the row when you click the
Import!
button.
The action will be
Add New
if the row will be imported as a new product,
Update Existing
if the product already exists in Easify and will be updated by the import, or if a serious error was detected in the data of the row the action will be
Won't Import
and the Easify importer will refuse to import the erroneous row.
Note: Easify determines whether to
add
or
update
a row based on the values it finds in the imported data for
Supplier SKU
,
Manufacturer SKU
,
Our SKU
or
EAN No
. If any of these values match with a product already stored in Easify, the matching product in Easify will be
updated
. If none of these values are found to match then the row is assumed to be for a
new
product and a new product will be created in Easify.
The
Status
column displays detailed information about each row, and if the row looks OK it will simply display
Data is Valid
. Sometimes a row will contain minor errors such as a cost price found to be zero, or an imported description that is different from the description already stored in Easify. For minor errors the status will be a warning and the data that created the warning will be displayed in red. Easify will allow rows with warnings to be imported, it is up to you whether you wish to import the row in question.
Should you wish to exclude a row from the imported data, you can de-select it in the
Import
column. If you want to de-select all rows a checkbox has been provided for this at the bottom of the
Import
column.
Colour Coding of Preview Data
In order to give you a visual cue as to the status of an imported row of product data, we have colour coded the preview.
Any values that have generated a
warning or an error
are displayed in
red
.
Values that have been
imported
from the CSV or TAB file are displayed in
brown
.
If a required value was not present in the CSV or TAB file and a
default value
has been used instead it will be displayed in
blue
.
For rows where a product will be updated, the values that
already exist in Easify
are displayed in
black
.
Setting Default Import Values
Easify requires that certain fields are present for all products such as Manufacturer, Supplier, Category and Tax rate. This information won't always be available in your import files, so the Easify product importer allows you to set defaults for these values on the left of the preview window.
If a row is imported that doesn't have a value for one of the default values, then the selected default value will be used and the value will be shown in blue to denote that it is a default value.
Note: If your imported file contains a category but no subcategory, the importer will use the category supplied, and it will set the subcategory to be the first subcategory that is found within the category supplied.
Filtering Import Data
We have also provided some simple tools for filtering your imported data, for example you can choose to ignore rows that don't have a cost price value by ticking the relevant box on the left.
There is also the option to overwrite stock levels. When selected any stock levels that are imported will overwrite the stock level stored for the item in Easify. When not selected any stock levels that are imported will be added to existing stock levels.
Note: Any time that you change default settings or filters you must click the Preview button to refresh the screen with your new settings. Remember that you can also click the save button after having made changes if you would like to recall them at a later date.
Actually Doing the Import...
Take some time to review the data that you are being shown in the preview. De-select any rows that you are not happy with and make sure that the data looks correct. It is quite easy for errors to creep into import data files (suppliers have been known to make typos), and while Easify does its best to warn and protect you from errors, there is no substitute for the MkI Human Eyeball in ensuring that your data is correct. After all Easify cannot know if a product description is misspelled or has been under priced.
We also recommend that you backup Easify via the
Tools->Backup
menu prior to importing product data. That way if you have made an error in setting up the importer you can restore your database to a point in time prior to the import.
When you are completely satisfied with the preview, click the
Import!
button to start the import process.
First of all you are met with a prominent warning to remind you that importing products can be a risky business and that you need to have fully reviewed the import data before proceeding.
If you are happy to continue with the import, click the Import! button to begin the import for real.
Note: It is a good idea to practise with a new import file on the Easify Demo rather than on your live data. That way if the import doesn't go according to plan you have only messed up the demo data. Even so, if you do accidentally end up adding 10,000 unwanted products to Easify, you can multi-select them in the products window, click the delete button and start again.