Field, Type(Size)

Spec

Import

Worksheet

Import

Comments

Area ID C(20)

R

If not supplied in the worksheet import data, this defaults to a "dummy" area. Must be supplied if the same room type (Room ID) is used in more than one area.

Room ID C(10)

R

Room Name C(35)

I

We strongly advise that you supply this value if you have it, unless you know the room already exists in the project.

Rm Bud Code C(10)

I

Use this to assign a budgeting code to a new room.

Quantity N(12,4)

R

This is the quantity of the object being used in the room designated by the Room ID. If the room is a room type, only supply the quantity used in one room. This field is never included if you are only importing specifications.

Spec ID C(10)

R

R

If a matching object is created when a specification is imported, this will also be used for the object's "Tag" value.

Class C(3)

I

R

If not supplied, this defaults to "FRN". Although not technically required when importing only specifications, the normal procedure is to create an object from imported specs, and an object class must be assigned.

Unless you have a custom class list in your system, the object classes are:

FRN - Furniture

FXT - Fixture

EQP - Equipment (fixed)

FIN - Room Finish*

ACC - Accessory

OSE - Operating Supplies & Equipment

OTH - Other

*This is slightly different from the "Mat'l Spec Type" field below. Not all "material /finish specs" are room finishes, but all room finishes should be marked as material /finish specs to make them elegible for the "Materials / Finish" reports.

Short Descr C(50)

R

R

Maps to the specification's "Type/Product" field. If a matching object is created when a specification is imported, this will also be used for the object's initial "Description" value. However, all imported objects are set to use the specification's Type/Product on reports. See the discussion of the Object screen's "Use component #1's Type/Product" option for more.

Vendor ID C(10)

R

R

Important: See notes about the import option to use alternate vendor IDs to identify incoming vendors.

Vendor Name C(50)

I

I

Although not required, we strongly suggest you supply this value for any new vendors if you have it. Vendors that lack a name in the vendor list can be easily confused with similar vendors.

Catalog No C(30)

I

I

Model #, Style # or Pattern #. This may be easier to enter in a spreadsheet if known. If some items are not expected to have a manufacturer's catalog or item #, you can enter one of the Specification Catalog/Model # key words / key phrases such as "CUSTOM" or "N/A" to set up this kind of specification. This is very important for attaching an image later since images are named using the Vendor ID + the Catalog #, and a spec without at least a key phrase in this field will require more input.

Code C(15)

I

I

This is normally a budget or product type code applied to the product being specified. Note that during import you can choose whether to assign this code to the object or to the spec.

Size C(65)

I

I

All four of these fields can be merged into the "LongDescr" field if that makes more sense for your import strategy and spec-writing style. The "Concatenate" functions in your spreadsheet can be used for this. Note that if you want to make use of "medium description" options on reports, always submit these as separate values.

Weight C(20)

I

I

Color C(40)

I

I

Material C(40)

I

I

Mat'l Spec Type C(1)

I

I

True / false flag indicating the product is a material or finish (including room finishes). The final type in the FF&EZ database is a "logical" so the values you supply can be "T", "Y" or "1" to indicate "true."

Unit C(6)

I

I

Unit of measure. This is used in the specification and in the matching object if an object is created.

Cost N(10,2)

I

I

This is always the unit cost. Note: this is required if you supply a price. If you do not supply a value here but do supply a value for "Price," the importer will use the price value as the cost and assign a markup of zero to the specification. If the project is a for-profit ("Vendor is to invoice us") project, you can later use Utilities> Status Check on the Specifications screen to filter for this.

Price N(10,2)

I

I

The unit price.

Long Descr C(Variable)

I

I

This is the only field that supports embedded line breaks, however the imported data must be specially coded for these to be recognized. Be sure you have read the discussion about embedded carriage returns and line feeds in variable length fields.