Like any ERP back office system, the data that’s in Prima is fundamental to the accuracy and overall efficiency that the software is designed to provide a business.
On regular occasions I see that the management of the data can become neglected and furthermore customers are not even aware of how to get data into the system. Here is a summary of data in Prima.
Prima Data Catalogues and Import templates
Taking the customer onboarding process out of the equation (as the data routines are run to set the database up in the first place), the Prima Data Catalogues (PDC) and our suite of import templates are the ways to get product and customer data into Prima.
Our data service produces (taking data feeds from data suppliers such as FusionPlus) and distributes an ever diverse range of supplier data files that can be imported directly into Prima. These include main wholesaler catalogues such as Vow, Spicers and Exertis through to more specialised suppliers in areas such as EOS or furniture. Dealer group specific catalogues and mailers are also available allowing customers to price products correctly.
More recently we’ve introduced the Product Attribute Catalogues (PAC) enabling customers to maintain regularly updated enriched data, for the PrimaGO store.
We also now distribute a selection of Transactional Product Files (TPF) which essentially are files that enable the selling and purchasing through Prima with certain suppliers that do not have the web ready data.
Here is a downloadable list of our latest catalogues available in Prima:
Our suite of import templates are basically .csv files with pre-defined column headers (some mandatory) that allow users to manually input data into Prima. Templates include terms, products, companies, contacts, contracts, and locations.
For both the Prima data files and the manual import templates, they both need to placed in particular directory to import into the system.
A common question to the customer service desk goes something like “Who updates my cost prices, I thought you did it?”
In summary, if the EDI supplier provides the facility with Prima to collect terms, then the system can/should be configured to do so. Suppliers post the files periodically and you can schedule Prima to collect accordingly.
If its not an EDI supplier then you can use the manual terms import template to apply the cost prices to a catalogue or list of products.
Keep it up to date
Whenever data files are distributed to the nominated contact in your business(we know this is happening more often, it’s a result of more regularly updated product information), the email you receive will explain exactly which files are included, and we strongly advise that you import these files at the earliest opportunity, to make sure you are using the latest supplier information. This will help greatly reduce data errors throughout the entire order process, from incorrect products showing on PrimaGO to EDI order failures.
Many customers are indeed signed up to our subscription-based SupportPLUS service where, as well as the training and Account Manager services, our team manage the Prima Data files for you.
Manage the information in Prima
With the data that’s already in the system, users have a couple of options to update it. Either open the individual records, change and save, or use one of the Grid Manager facilities available (depending on user permissions!).
Grid Managers are a really efficient way to perform bulk information changes in Prima. Want to assign a set of customers to a new sales rep, there’s an option for that. If you want to switch out a discontinued product on all contracts for a new one, there’s an option for this in the Contracts Grid Manager too. You’ll find the Grid Managers in many of the modules providing really useful tools.
They all work effectively in the same way, however I would suggest that training is taken to understand clearly the process to get the best from the Grid Managers.