Tip of the Month

March 2010: Tip of the Month

Entering Information Into Excel

1. Start with the Excel template

Right-Suite comes with an Excel template to help this process go more smoothly. It can be found at
C:\Program Files\Wrightsoft HVAC\Data\Excel import\Sample Parts Template.xls

  • Open the sample Excel spreadsheet in Excel.
  • Select File | Save As… from the menu in Excel and save the sample Excel spreadsheet to a new name. The suggested format is: XXXyyyy-mm-dd.xls where XXX is the manufacturer or umbrella company code, and yyyy-mm-dd is the date.

2. Overview Tabs

The first four tabs in the spreadsheet are the overview tabs. These are Start Here, Introduction, Overview Diagram, and Instructions.

  • Start Here gives overview and diagram of the large Right-Catalog system. In this system, manufacturers supply Wrightsoft with updated catalog information. Wrightsoft then in turn makes this master database available to customers via the internet.
  • Introduction describes how the information entered in this spreadsheet will be used within your program. There are three main categories of information: HVAC equipment data, Proposal database items, and Marketing data.
  • Overview Diagram shows how the Proposal Item tab will work. In this tab, some of the columns will point to other areas of the spreadsheet to gather the necessary information. The Part Number column will reference the sheet containing the equipment and performance data corresponding to that part number.
  • Instructions provides a brief outline of what you will need to do to complete the spreadsheets. It also reminds that not all of the data is necessary; you can enter only as much as you will be using within Right-Suite.

3. Manufacturers, Distributors, and Dealers

The Manufacturers, Distributors, and Dealers tabs are used to provide the company information for each of these three categories.

  • The Dealers tab is used by Manufacturers only. It is recommended that you do not use this tab.
  • Enter the appropriate ManufacturerID or DistributorID.
    • In order for data to be imported properly into RSR, the ID’s must match the proper manufacturer or distributor. For the manufacturers, the SourceID is the manufacturer code found in the Manufacturer Code tab. For distributors, you can choose and assign an ID as long as it is unique.
  • Enter as much of the company contact information that you would like in the appropriate columns. The contact information is optional to add, and can also be entered manually in RSR (see page 56.)
  • The Username and Password columns will be used in future versions of the Right-Suite and Right-Catalog programs. However, at this time, it is recommended that you do not use them.
  • The Image column is used to store a logo file to go into the data sheet. The image must be an image (a JPEG, GIF, or bitmap file), less than 20k, with a recommended size of 150 pixels x 150 pixels. This is typically an image supplied by the manufacturer, distributor, or dealer. You will enter the name of the file such as ‘image.jpg.’

4. Enter the Categories for each Manufacturer and Distributor.

The category information allows you to group similar equipment and parts for easier sorting and filtering once imported in the Right-Suite software. Categories could be created for things such as air conditioners, cooling coils, heat pumps, or thermostats.

  • Enter the SourceID for the category you wish to create. This is the ID for the manufacturer or distributor where you will be purchasing the equipment.
    • Again, in order for data to be imported properly into RSR, the ID’s must match the proper manufacturer or distributor. For the manufacturers, the SourceID is the manufacturer code found in the Manufacturer Code Tab. For distributors, you can choose and assign an ID that is unique, does not match a Manufacturer code, and is no more than four characters long.
  • Enter an appropriate CategoryID.
    • Category names cannot repeat so each manufacturer must have a unique name. One way to do this is to add the manufacturer or distributor ID to the end of the generic category name. (For example, enter ACCARR for Carrier air conditioners and ACBRYA for Bryant.)
    • Enter a short Description for the category.
    • In the Discount column, you can enter the discount for the entire category of parts. This discount is then applied to the List Price for parts in that category that are entered in the Proposal Items tab. If there is no discount, you can leave this field blank or enter a zero.

5. Add the Performance Data

The performance data is necessary for the Right-Suite program to calculate which equipment would be best suited in the design. This data will be entered in the corresponding spreadsheet, based on the type of equipment: AC, HP, GasBoil, GasFurn, OilBoil, or OilFurn. When imported, the performance data is linked to the items in the Proposal Items tab.

Performance data can usually be obtained from a manufacturer, or from the data and specification sheets that accompany the product.

  • The Manufacturer is the maker of the item, regardless of whether you will purchase it from the manufacturer or from a distributor. You must use the standard Manufacturer code from the Manufacturer Codes Tab.
  • In general, the Classification, or Gas Type codes will be found in a yellow legend box on the tab where they will be used.
  • For assistance in understanding what to put in a given column, you can look up the column in the Glossary tab.

6. Proposal Information

The Proposal Item tab lists all of the items (equipment and parts) that you would want to appear in your proposals along with the price and datasheet information. This tab connects all of the performance data with the part information.

It is very important to remember that if the MfgPN and MfgSrc does not match part numbers and SourceID’s entered in the previous spreadsheets, then they will not import properly. If the part or equipment is not listed in the Proposal Item tab, it will not get imported.

  • Enter the CategoryID from the list developed on the Category tab, and associated SourceID, the manufacturer or distributor who will be supplying the part. The SourceID must be the standard manufacturer or distributor ID.
  • Enter the Part Number used by the distributor or manufacturer where you will be purchasing the item. In some cases, this may be different than the part number used by the manufacturer.
  • Enter a short Description of the part. This is usually a standard description developed by the manufacturer.
  • MfgSrc is the manufacturer of the part. You will only need to use this column if the part is being purchased from a distributor. Use the standard manufacturer code found in the Manufacturer Codes Tab.
  • MfgPN is the part number for the item used by the manufacturer. You will only need to use this column if the part is being purchased from a distributor.
  • Package Count is the number of items in the item’s package. If the part is purchased separately and not as part of a package, then put a Package Count of ‘1.’ For the data to import properly, this field should not be left blank.
  • List Price is the base cost of the item. Discounts will be applied based on the information entered in the Category tab.
  • Expense Flag is where a part item can be identified as something else other than a part. The other options are: Expense, Labor and Rebate. Leave this field empty if the part item it is a part.
  • Datasheet column is the layout of the datasheet that is to be used. If you want to use the Wrightsoft-supplied layout illustrated on the Datasheet tab, then you can leave this column blank. If you would like to use your own datasheet layout, then put the file name here such as ‘default.htm’.
  • Image is the file name of the image of the product. The file must be a JPEG image (file extension .jpg or .jpeg), less than 20k, and with a recommended size of 150pixels x 150 pixels. The image will be used as part of the datasheet. To see where the image will be placed, view the Datasheet tab or the diagram on page 19. This is typically an image supplied by the manufacturer.
  • Tech Keys (1-4) will be created in the TechInfo tab and are used to describe the product. All that you need to enter will be the corresponding key name from the Key column on the TechInfo tab.
    • To see where the tech keys will be placed, view the Datasheet tab or the diagram on page 19 for the default layout. If you are not using the default datasheet layout supplied by Wrightsoft, then you will need to refer to the layout you are using to figure out where the tech keys will go in the layout.
    • If your layout allows for than 4 tech keys, you can add columns next to the original four and use them just like a regular Tech Key column.
      • You will need to use the same naming conventions, so in the columns next to Tech4 Key, type Tech5 Key, Tech6 Key, etc.

7. Datasheet Information

The TechInfo tab stores the marketing or technical information for products that is used in the datasheet. By creating keys, you can easily reuse the information for different products. For example, equipment within the same series often have the same slogans or basic features. By creating a key to include this information, you won’t have to re-enter it for each product.

You can create as many different keys as you need to accurately describe your parts and equipment.

  • Enter a Key name that makes sense. The Key must be a unique name to describe the information. You can view the example entries in the sample spreadsheet to get ideas.
  • Enter the SourceID, the standard code for the manufacturer or distributor.
  • The Tech Info String should contain the information that you want for this key. You can use HTML to format the text style or to create lists or tables. (see Appendix A.)

Overview of Datasheet Information

8. Save and Finish

The final step is to double check that you have entered all of the information that you want to import and then save your spreadsheet. Make sure that the spreadsheet has been saved in the same folder as the images and datasheet template that you are referencing.

Import Data Wizard

After completing your spreadsheet in Excel, you can import the information into the program using the Import Data Wizard in your Right-Suite Program.

  • Choose Library | Import from Excel from the menu
  • OR

  • At the bottom of the Navigator bar on the left side of the screen, select the button next to ‘Setup’
  • Select the Excel Import button from the top of the toolbar.

The Import Data from Excel Spreadsheet window will appear:

Read and complete all instructions carefully to successfully import your data.