Import Orders

User can import exhibition orders into the Exhibition module using a provided template. This process allows you to import historical and billed orders that can be used for reporting and analysis. This import requires that each show and its associated setup tables are setup in Exhibition before importing the orders. The imported orders will be flagged as billed. Changes to these orders will not be allowed. The Order Amounts should be in the Billing Currency. A Ratecard is required on each order. The import will create a fixed rate price line on the ratecard for the space id.

Navigate to the menu Orders -> Import Orders.

To use a legacy client ID in the spreadsheet which matches the Exhibition client, click on the corresponding box to that field to change the value to “Yes”. If you do not wish to use a legacy client ID in the sheet, then leave the value as “No”.

To create any missing divisions not existing in Exhibition already for this client, click on the corresponding box to change that value to “Yes”. If the divisions for the imported orders for this client already exist in Exhibition, then leave the value as “No”.

Click on the button “Download Template” and an excel sheet will open with different columns related to the exhibition’s order.

Import Template

The fields are to be filled out as follows:

Field Name	Sample	Source	Optional/ Mandatory
Exhibitor ID	14009	Must be either the Legacy client ID matching a value in Exhibition or must be the Exhibition client ID.	Mandatory
Division ID	A3	This must match the Exhibition division ID for this client.	Mandatory
Division Name	Hand Made	Free form alphanumeric for the division name.	Optional
Bill-to ID	14009	The bill to ID for this client. Value must match the ID in Exhibition. Information is found in the exhibitor maintenance screen.	Optional
Bill-to Contact ID	14090	This is the contact ID for the bill-to contact which must match the value in Exhibition. This can be found in the exhibitor maintenance screen.	Optional
Order Amount	1000	Numeric value for the total amount of the order.	Optional
Tax Amount	2	Free form numeric value for the tax amount. If this field is entered, the system will request a tax code to be entered in that field, but the reverse is not true.	Optional
Currency ID	USD	This is the currency used in the billing of this order and the value must match the ID defined in Exhibition in the currency system table setup screen.	Optional
Rep ID	SH	This is the rep ID which must match the value in the sales rep setup screen. This rep will be attached to this order.	Mandatory
Legacy Order ID	1344	This is the legacy order ID which value will be stored in Exhibition.	Optional
Tax Code	21	Must match the tax code setup in Exhibition tax systems table.	Optional
Show ID	2SH	This is the exhibition ID which must match an existing value in Exhibition in the exhibition setup screen.	Mandatory
Entry Date	04/20/2020	Date the order is entered for this show	Optional
Hall ID	1	This is the hall ID where the exhibitor order is placed; also found in the exhibition setup screen.	Optional
Section ID	H1	This is the section ID for this order and the value must match the existing Exhibition value in the exhibition setup screen.	Optional
Space ID	H111	This is the ID of this space assigned to this order and value must match the space ID in the exhibition setup screen in Exhibition.	Mandatory
Description	3 x 3	This is the space description in free form alphanumeric entry.	Optional
Length	3	Free form numeric value of the length of the space.	Optional
Depth	3	Free form numeric value of the depth of the space.	Optional
Adjustment	2	Free form numeric of the adjustment if any to this order as needed to add or subtract space.	Optional
Open Sides	2	Numeric value of the open sides on this space.	Optional
Points	4	Free form numeric of number of points in the space.	Optional
Industry Type ID	ACC	This is the PIB/ Industry code value which must match an existing value in Exhibition.	Optional
Order Type ID	NBS	This is the order type ID as setup in the systems tables and must match that value existing in Exhibition.	Mandatory
Exhibitor Type ID	SH	This is the exhibitor type ID value which must match the value in Exhibition systems tables’ setup.	Optional
Ratecard ID	SHD	This is the ratecard used for this exhibition and the value must match the one in Exhibition in the ratecard setup menu.	Mandatory
Space Type ID	SP	This must match the space type ID defined in Exhibition exhibition setup screen.	Mandatory
Ratecard Line ID	100	This must match the existing Ratecard Line ID in Naviga	Mandatory
UDF Text 1	Testing	Text to fill in the first UDF text field as per setup in Naviga	Optional
Service Id 1	12	Alphanumeric value for Service ID	Optional
Service Description 1	Service provided	Alphanumeric value for service description 1	Optional
Service Amount 1	300	Numeric value for the amount for the service	Optional
Service Tax Code 1	0	Tax Code ID for the service tax	Optional
Service Tax Amount 1	0	Numeric amount for the tax.	Optional

Note that:

• The imported orders will be flagged as fully billed.

• Changes to these orders will not be allowed.

• The Order Amounts should be in the Billing Currency.

• A Ratecard is required on each order

  • The import will create a fixed rate price line on the ratecard for the space id

Once finished, save the spreadsheet to your desktop, and then on the import screen, click on the button “Select”.

Browse for the file and upload it to Exhibition. Click on the button “Test Import File”. The system will alert you to any errors if you click OK on that message.

Click on Close and then fix the error in the spreadsheet and save it and repeat the select and test process every time till you get a success message to import.

Click on “Import File”. You will receive a success message.

To view the imported order(s), navigate to the Home page and see the list of orders.

You can click the hyperlink to the order and view the order but not edit the order.

You can also navigate to Analysis -> Orders by Show and find the orders for that show.