Importing Data into GDSN Connect from Other Software (Software Item Upload)

This article describes the process to import a file from a user’s existing back of the house application into GDSN Connect and get that item matched and enhanced with data from the Nourish to Flourish Database. It complements other guides that are specific to a user’s software application, as well as other ways to add items into GDSN Connect, review and address issues with the data quality of each item, and export those items back into their existing software. This is the second step described in the flowchart below that shows the entire process to enhance product data within a user’s existing software.

The Software File Import (and Export) processes are used to keep product data in sync between GDSN Connect and a user’s other software application. These data exchange processes are designed to be ran regularly to keep the items up to date in both systems. Any new items will be added, and existing items will be matched and updated.

Related Guides

Overview of Software Import Process

The Software File Import process has a “Wizard” that guides users through the process step-by-step. This document is organized to align with those steps to make it easy to find the required information. Additionally, this document also describes some one-time preparation steps that must be performed prior to uploading the first file.

One-Time Setup

Setup Vendors

Every vendor that is setup in the other software application should be duplicated in GDSN Connect.

NOTE: The Vendor Name in GDSN Connect must match exactly with the vendor's name as it’s set up in the user’s other software. 

For vendors w/ catalogs, setup those first and select the contract.  If you don’t do this, then none of the items will be automatically matched. 

For detailed instructions, please view the inTEAM Help Center article: Adding Vendors

Configure Software Import Settings

GDSN Connect needs to know what software application the user is using to be able to properly configure the file formats and data quality algorithms that are specific to each application.

For detailed instructions, please view the inTEAM Help Center article: Configuring Settings for Third Party Software

Select File

Selecting a file in GDSN Connect involves choosing a specific data file from your existing software application that contains important product information. After uploading, the system checks the file, validates it, and extracts the data, allowing for actions like reviewing, editing, or matching items—helping to keep information accurate.

Export File from Other Software:  To create this file, refer to the export instructions for your specific software application:  Guides for Third Party Software. Save this file to a specific folder on your computer that you can access in the next step. 

Upload Software File: Locate the (+) sign at the bottom right and choose "Upload Software File."

 

Select Your File: On the next screen, click [Choose a File], find the exported file on your computer, and click [Open].

Move Forward: Click the [Next] button at the top right of the screen. 

NOTE: Only one import file can be processed at a time.  If you try to continue and there is already a file being processed, you must abort that prior upload before continuing.

Ensuring the precision of the vendor name is of utmost importance when importing data into GDSN Connect. It is strongly recommended to replicate the vendor name exactly as it appears in the data export file. For users unfamiliar with the process of adding vendors, detailed instructions can be found by following the provided link: Adding Vendors

 

 

Match Items

The system will automatically search for matches for items in the file to existing records in the users local Item Database and for new items, for potential matches in the Nourish to Flourish Database and/or any catalogs that have been setup. 

Upon completion of this matching process, the wizard will automatically advance to the Preview & Fix Results step.

Note: Depending on how much data you have, this step might take some time. Just let the system gather all the information.

Review File Data

GDSN Connect reviews the information from the selected file and makes sure that it passes certain validation checks. It also reviews the data within the file and shows the user any potential issues that they need to address prior to continuing to the next step. One example of this check is verifying that all the vendors listed within the file are setup within GDSN Connect.

Move Forward: Click the [Next] button at the top right of the screen.

 

Preview & Fix Data

The Preview & Fix Data page shows the items that are in the software file and how they have been matched to items already in your database in GDSN Connect or to items from the Nourish to Flourish Database or a vendor catalog (if the items are new). It also shows potential data errors for the items and allows you to address those errors prior to adding the items to your local database in GDSN Connect. This is the main page that you will spend most of your time one.  Items can be individually “Completed” to add them to the local database (and exported back to your software) before the rest of the items in the file are completed. 

Items vs. Menu Items

This page is grouped into two tabs: One showing your Items and a second showing your Menu Items. Note that other software application may have different terms for these items.

  • Items: These are the items that you purchase and store in inventory. These are commonly called Inventory Items or Stock Items.
  • Menu Items: These are the items that you put onto menus and use in recipes. These are commonly called Ingredients.

After completing the process, each item will have a fully complete Item and Menu Item record. 

Item Groups

The matching process from the Match Items step evaluates items and groups them based on the match result. 

  • New Item from Software: These items are in the file but not found in the local database in GDSN Connect. These items will be added. 
  • Matched Item: These items are matched to records in the local GDSN Connect database and will be updated.
  • Not in Software File: These items are in the local GDSN Connect database but are not in the file.  They will be inactivated.
  • Errors:
    • Duplicate Items: There are more than one instance of this record in the file. They have been combined to a single record for importing into GDSN Connect.

Status Messages

The wizard shows the Status of each item based on automated data quality checks after the matching process or after the user has performed some action. Here's what they mean and how to handle them:

Warning Messages

  • No Match: This warning means the item isn't matched to a standardized record from the N2F Database. Select “Search N2F DB” from the item menu (or select the warning message) to access the N2F Database search tools to locate and select the appropriate item. This will fully enhance the record with information from the manufacturer.  Refer to the Fixing "No Match" Errors Using Search N2F Database Tool article for detailed instructions.
  • Missing N2F Item Data: This warning means that the matched N2F item is missing a critical value, such as Serving Size Weight, that prevents the record from being scaled to match the record in the file. To address this issue, select "Edit Item Info" (or click the warning message) and provide the missing information.  NOTE: This information should be entered from the nutrition facts or product label and may be different from what you have in your software.  Refer to the Missing N2F Item Data section in the Appendix for more details.
  • Missing Req’d Item Data: This warning means that the matched item is missing critical data, such as Serving Size Weight, Calories, Sat Fat, or Sodium. Complete the item by entering the missing information by select "Edit Item Info" (or click the warning message). Refer to the Missing Required Item Data section in the Appendix for more details.

Informational Messages

  • OK: Item has no warnings and is ready to process. 
  • Not Found in Catalog: This warning indicates that the item's Vendor Product ID couldn't be found in the configured Catalog. Some other things that can cause this warning: 
    • The contract was not initially setup in the vendor.  This would appear for all items if this happened.  You can go back to the Vendor to select the Contract, and then re-run the import process file.
    • Catalog no longer has the item on the current contract or was discontinued. 
    • Vendor Product ID is incorrect.  You will need to fix the value in your existing software and then export it again.
  • Inactivate:  Item was not present in the software file and will be marked as inactive in GDSN Connect.
  • Complete:  Item has been added or updated in the local database.
  • Error: There was an error when the item was processed.  Submit a ticket to the inTEAM Help Center and provide any error message, the item ID with the error, and the URL from the browser.  

Item Actions

Next to each item, there are 3 dots that will open an action menu. 

  • Review Item Updates:  This will display a screen that lets you compare the item information from the file versus the information from the N2F item.  By default, it will scale the nutrient information to the serving size already setup within the user’s software. However, you can change to instead use the serving size provided by the manufacturer. 
  • Edit Item Info: This will display a popup that lets you view and edit the item information.
  • Search N2F Database / Unmatch N2F Item: This will initiate the process to search the N2F Database.  If a match has already been made, it will remove the match so you can re-do the search. 
  • Complete Item:  This will individually process the one item and add it to the local database.
  • Ignore Item:
    Ignore Item:
    Users possess the capability to ignore an item, whether it is a non-food item or one that has expired and is no longer in use. Additionally, users have the ability to match to a previously ignored item. 

Process Items

On the Preview & Fix Results page, items can be processed and added to the database individually or the entire file can be processed all at once. 

Individual

When Items are processed individually, they are added or updated in the local Item Database and are available to be exported back to the user’s other software.  This is done by selecting “Complete Item” from the item’s action menu. 

When an item has been Completed individually, none of the other items in the file are changed or updated, and the upload remains in the Preview & Fix Data state so the rest of the items can be reviewed. 

Process OK Items

When the “Process OK Items” button is pressed, all items that have a Status of “OK” will be completed all at once.  Items that have a different status will remain unchanged.  Like when completing an item individually, the upload will remain in the Preview & Fix Data state so that the remaining items can be reviewed. 

Process All Items

When the “Process All Items” button is pressed, all items will be processed. Only items that are in the “OK” Status will be added or updated, and the remaining items will be skipped.  The entire upload will move to the Completed state and no longer be reviewed. 

Abort

The Abort button will end the file upload process.

Appendix

Detailed Instructions for Status Messages & Warnings

No Match

Refer to the No Match Error: Using Search N2F Database Tool article for a detailed guide.

Missing N2F Item Data

Items are flagged with a “Missing N2F Item Data” when one of the critical values on the matched N2F item is missing or invalid. The matched N2F Item is missing a Serving Size Weight value, so the record cannot be scaled.

  1. Locate the item with the Missing N2F Error
  2. Click the blue Hyperlink “Missing N2F Item Data”
  3. Locate the tab the has a red exclamation mark.
  4. Add the missing information to resolve the issue with the item's data.
  5. Save.

To fix the “Missing N2F Item Data” error, add the missing serving size weight. 

NOTE: Data from the manufacturer is read-only, but users can add missing data as needed.

Missing Required Item Data

Items are flagged with a “Missing Req’d Item Data” when one of the critical values on the matched N2F item is missing or invalid. The matched N2F Item is missing essential details are absent: Serving Size (Weight), Calories, Saturated Fat, and Sodium."

  1. Locate the item with the Missing Req’d Item Data
  2. Click the blue Hyperlink “Missing Req’d Item Data”
  3. Locate the tab the has a red exclamation mark.
  4. Add the missing information to resolve the issue with the item's data.

 

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