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
- Exporting from and Importing to Third Party Software Applications
- Reviewing & Addressing Data Quality Issues after Import
- Exporting Data from GDSN Connect for Import into Other Software
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
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.
Review File Data
The Vendors set up within GDSN Connect should be identical to those set up within your software application. Each Vendor Name must match exactly. GDSN Connect checks to see if all the vendors in the file are set up in GDSN Connect and shows a warning for any that are missing.
If you need to add new vendors, instructions are available in this article: 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.
Preview & Fix Data
This section allows you to review data from your BOH software. GDSN Connect will show all the items in the file. You can spend time reviewing items here, or you can continue to the next step and process the items and address the issues later via the Data Quality Checks section of GDSN Connect. We recommend that you simply process the items.
Items & Menus Tab
The Items and Menu Items tab is useful for BOH software application that have different records for stock items and ingredients, as each will be shown on the corresponding tabs. For BOH software applications that don't have this distinction, we recommend working primarily on the Items tab.
Row Groups
Items will be grouped into different rows.
- New Item from Software: These are items that didn't match to an item already in GDSN Connect.
- Existing Items: These are items that matched to items already in GDSN Connect.
- Not in Software File: These are items in GDSN Connect that are not in the file.
Status
The Status column will show different messages. Details can be found in the Detailed Instructions for Status Messages & Warnings section of this article.
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.
Process Items
When the “Process Items” button is pressed, all items will be processed. Only items that are in the “Ready” 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.
NOTE: Upon pressing "Process Items", you will see a dialog box with some options. Please review the Software Import Settings article to understand what these options mean. Most users will want to have them checked, but there may be times when you want to process the file with the values unchecked.
Individual
You can also individually process an item. 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.
Abort
The Abort button will end the file upload process.
Appendix
View Local Item
Selecting "View Local Item" from the Items tab will direct users to the Item Detail page within the Vendor module. Here, users can modify relevant fields as needed.
Selecting "View Local Item" from the Menu tab will take users to the Item Info page within the Menu Items module.
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.
- Locate the item with the Missing N2F Error
- Click the blue Hyperlink “Missing N2F Item Data”
- Locate the tab the has a red exclamation mark.
- Add the missing information to resolve the issue with the item's data.
- 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."
- Locate the item with the Missing Req’d Item Data
- Click the blue Hyperlink “Missing Req’d Item Data”
- Locate the tab the has a red exclamation mark.
- Add the missing information to resolve the issue with the item's data.
Downloading Results
Easily download and customize your Software Import results. Right-click anywhere in the results table and select "Export" to save the data in your preferred format.
You can also sort the results by error or any other column to streamline your analysis.