Bibase POS Software

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Data Import and Export

Need to convert the data from your existing system? Our programs can import data that is in CSV format (comma separated text format).
Both Microsoft Access and Microsoft Excel export CSV.
The structure of a typical CSV file is just that of a standard text document with each product on a seperate line:

1,product,1.20,1.40
2,another product,2.40,4.80


The import routine (Utilities, Import) prompts for the fields to pull in and which fields in 4POS they are to be placed.

Terminology: A delimiter is the character used to seperate the fields, for our programs it is always a comma (other types of data files use the TAB character or require the fields be of a fixed width).
A text qualifier is the name given to quote characters that may be placed around text. 4POS Retail does not require them and they should not be used.

  Import procedure

Microsoft Access:
In Microsoft Access open the table then select FILE | Export.
In the 'Save as type' box select 'Text files (*.txt *.csv)' and choose a file name.
The EXPORT TEXT WIZARD will then be displayed. Make sure 'Delimited' not 'Fixed length' is selected then click next.
Finally make sure the delimiter is set to 'comma' and the 'Text qualifier' is set to none and click FINISH.

Microsoft Excel:
In Microsoft Excel, open the sheet then select FILE | Save as
In the 'Save as type' box select 'CSV (comma delimited)' and choose a file name.

  Typical scenario

In the following, the third and fourth fields are the cost price and retail price.

1,product,1.20,1.40
2,another product,2.40,4.80


The import routine will prompt for the fields to be used. The 'text column' box specifies the field position in the CSV file. The number is position 1, the description is 2, the cost price is 3 and the retai price is 4. All other 'text column' boxes should be set to 0.

  Troubleshooting
  • The data must be comma separated with a carriage return and line feed at the end of each item.
  • Ensure there are not quotes on the values (no text qualifier), so Product not "Product".
  • Prices should not use a currency symbol, so 2.40 not $2.40
  • Note that each item must have a unique number and a description or name of at least two characters.
  • All products must have the same number of fields. A common source of problems is when commas occur in item descriptions.
  • The line endings must be Windows CR LF (10,13). To convert a Unix CR file, open in Windows Wordpad then Save as which performs an automatic conversion.
  • Ensure there are not blank lines at the end of the file, just a single CR LF after the last item.
  • Ensure there is not a field description line at the top.
  • The 4Webcheck trial program has a file viewer (Utilities menu) which may be used to look at the file characters.
  • The trial version may be used for evaluation. Produce the CSV file then open it in a word processor and save the first 20 items.
Technical note:There are several formats of text file. Standard ANSI text files (MS DOS) are required not Unicode (except 4POSRENTAL).