Importing Store Details in Xilnex Portal

Importing Store Details in Xilnex Portal

Overview

The Import Store Details in Xilnex Portal is a function that allows users to import store data in bulk using CSV files.
Users have the option to import the store details either With updating the existing records or Without updating the existing records.

Why do we create this function?

This function allows users to import the updated of existing or newly created store details in bulk. While the Store Management module allows user to manually create and manage store information, the process can be time-consuming when handling a large number of stores.
By using the import function, users can efficiently create new stores or update existing ones in bulk, saving time and reducing manual effort.

What is the difference?

The differences between importing store details with and without updating existing records are outlined below:
Import Option
Behavior
Status
With Updating Existing Records
Update existing store details if changes are detected.
Success if any changes in the record are applied.
Without Updating Existing Records
Skips the row if the store already exists.
Success if new store added.
Failed if no changes applied and store already exist.

How to Import Store Details?

  1. Go to [System Configuration] in the menu bar.
    https://portal.xilnex.com/SystemConfiguration
  2. Select [Store Management Import and Log].


  3. Click the green [IMPORT] button located at the top-right of the screen.


  4. An import form will appear where you can upload a file to import.

    Alert
    Important: Make sure your CSV file follows the provided template format; otherwise, the import process may fail.

  5. Your CSV file should include the information based on the template. The fields that can be updated include:
    1. Store Name
    2. Mark as loyalty app default store
0 = Do not set as default store
1 = Set as default store
    1. Printed Name
    2. Printed Address
    3. Owners Name
    4. Owners Contact Number
    5. Owners Email Address
    6. Owners Fax
    7. Company Registration Number
    8. Tax Identification Number
    9. Store Entity
    10. Store Ownership
    11. Store Location
    12. Store Code
    13. Store Group
    14. Store Type
    15. Location Latitude
    16. Location Longitude
    17. Delivery Address
    18. Delivery City
    19. Delivery State
    20. Delivery Postcode
    21. Delivery Country
    22. Delivery Notes
      InfoYou are not required to update all fields. You may update only the necessary fields, or update store details directly in Store Management. Refer to “Updating Store Details in Xilnex Portal” for more information, or click the provided link.
      https://support.xilnex.com/portal/en/kb/articles/updating-store-details-in-xilnex-portal#How_to_Update_Store_Details_in_Xilnex_Portal
  1. There are two ways to upload your file:
    1. Drag and drop the file into highlighted section, or
    2. Click on the section to browse and select the file from your device.
      Info
      If you do not have the Template, click on the [Sample Store Management CSV Template]
  2. The uploaded file will appear in the highlighted section.
  3. Use the [Show Preview] feature to review the uploaded file before importing.
  4. Once confirmed, you may click on the [IMPORT] button.


Option 1: Import Store Details WITHOUT Update Existing Store Details

1. click the [NO] button to skip updating existing records.

2. After the file is successfully imported, the record will be listed in the log with the status "Processing", indicating that the system is handling the import.


3. click the [REFRESH] button to update the log and latest import status.

4. Once refreshed, the record status will change to "Processed". Click [MORE] and navigate to [Preview] to view the details and status of each imported record.

5. The preview will show the status of each imported record.

Info
Status will display Failed when a store already exists and the user chooses to import the details without updating the existing records.
If the store does not exist in the system and the user includes it in the CSV file, the store will be created as a new record, and the status will display Success.

Option 2: Import Store Details WITH Update Existing Store Details

1. Click the [YES] button to update existing records.

2. After the file is successfully imported, the record will be listed in the log with the status "Processing", indicating that the system is handling the import.

3. Click the [REFRESH] button to update the log and latest import status.

4. Once refreshed, the record status will change to "Processed". Click [More] and navigate to [Preview] to view the details and status of each imported record.

5. The preview shows the status of each record:
Info
Success→ Existing store details are updated, or new stores are added.
Failed→ Occurs only if there is an issue with CSV file reader.

How to verify Imported Store Updates?

Users can navigate to [Store Management] in [System Configuration] to check if the store is updated.