Please note: MSWorks does not import data in correct format. Please use MSOffice or use free Open Office or free Google Docs online.

Exporting Data from BCSS

Data may be exported from BCSS for different purposes:

1. Export information to be used in other programs.

In BCSS under Utilities select export options under 'Export to Excel' to export a limited amount of information (mostly 'contact information' like name, address, phone).

2. Export spreadsheets to be used to update current BCSS records and/or to add new records.

In BCSS under Utilities select export options under 'Import/Export to Self' to export an extensive amount of information.

Please also refer to Data Import for importing BCSS Records from 'blank' spreadsheet templates (available from support).

Tip: When importing into BCSS for the first time, only import 1-5 records to test your procedure.

1. Export information to be used in other programs

Select which data to export under Main Menu, Utilities. The options are:

In the 'Save As' window, the file name will be auto-entered in the 'File name' field. Change the name if desired. It is helpful to include a date (using hyphens, not slashes). Leave 'Save as type' as shown:

At the top of the open screen, for 'Save in' select the Desktop:

 Click Save. The exported file will be saved on the Desktop with the name specified.

Find the file on the Desktop. It may look something like:

Double click on the file. Your PC should have a program that will open it. (If not, Google Docs is free to use online http://www.google.com/google-d-s/intl/en/tour1.html) or download the free OpenOffice from http://www.openoffice.org

The CSV files will contain the following information:

• The Buyer List (buyers.csv - Diamond and Virtual only) will contain columns named Customer ID, Name, Address1, Address2, City, State, Zip, Phone1, Phone2, Email, DOB, Mailings?, User Text, Notes, Credit Limit, Credit Rate, Tax ID, Discount, Education, Employer, Income, Interest, Auto, Internal ID,
• The Check List (disburse.csv) will contain columns named Payment ID, Name, Address1, Address2, City, State, Zip, Country, Phone, Email, Check Number, Date, Amount, Memo, Bill, Cash Withdrawal and Commission ID.
• The Consignors and Vendors List (consignors.csv) will contain columns named Consignor ID, Name, Street1, Street2, City, State, Zip, Email, Phone1, Phone2, Notes, Last Update and Last New.
• The Inventory List (items.csv) file will contain columns named Original Price, Current Price, Item Number, Description, Date In, Quantity, Consignor %, Category, Detail, Bar Code and Notes.
• The Sales List (sales.csv) will contain columns named Invoice ID, Name, Address1, Address2, City, State, Zip, Seller, Terms, Payment Method, Discount, Tax Percent, Paid, Date, Quantity, Price, Description, Void and Email.

Please refer to the documentation of other programs (word processors like MSWord, databases like MSAccess) to learn how to use the data.

2. Use spreadsheets to update current BCSS records and/or to add new ones.

Before information in the BCSS database can be edited in a spreadsheet, the data must first of course be exported from BCSS into a spreadsheet. This is done separately for consignors, inventory, (and buyers in BCSS Diamond and Virtual). When changes are made on the spreadsheet (and/or new records are added) BCSS will know which records in the spreadsheets are preexisting (from Internal IDs) and which are new (without Internal IDs). New records will be created in BCSS for new records in the spreadsheets.

Export BCSS Data to Spreadsheets

1. Select which data to export under Main Menu, Utilities. The options are:



• The Buyer List (buyers.csv - Diamond and Virtual only) will contain columns named Customer ID, Name, Address 1, Address 2, City, State, Zip, Phone 1, Phone 2, Email, DOB, Mailings?, User Text, Notes, Credit Limit, Credit Rate, Tax ID, Discount, Education, Employer, Income, Interest, Auto, Internal ID.
• The Consignor List (consignors.csv) will contain columns named Consignor ID, Name, Street 1, Street 2, City, State, Zip, Phone 1, Phone 2, Email, DOB, Mailings?, Reports?, Percentage, Disposition, User Date, User Text, Notes, On Line Access?, Password, Balance Credit, Internal ID, Store Credit, Last Sale, Last Settlement.
• The Inventory List (inventory.csv) will contain columns named ItemNum, Internal Consignor ID, In Date, Quantity, Description, Details, Original Price, Current Price, Lowest Price, Consignor Share, Disc Date, Discount, Notes, Picture, Rental?, Barcode, Buy Outright, Internal ID.

Note that each record has been assigned an Internal ID. This must not be changed! When data is imported back into BCSS, the program will use the Internal ID to associate inventory with consignors.

2. Open the .csv file in Microsoft Excel (or some spreadsheet program other than MSWorks).
3. Make and save changes to any information on the spreadsheet.
4. To create new records in BCSS from the spreadsheet, go the last line in the spreadsheet and enter information for a new record on the next blank row. DO NOT enter an Internal ID. When the spreadsheet data is imported into BCSS, new records will be created in BCSS (because BCSS will recognize that no Internal ID exists, and will assign one).

   Any field left blank will be filed by BCSS with the default value for that field. For example, the default value for Original Price (in inventory.csv) is zero. Leaving Original Price blank will cause BCSS to enter 0 as the value for that item when the item is imported into BCSS.)

   • NEVER USE COMMAS, QUOTATION MARKS OR LINE BREAKS (CARRIAGE RETURNS, 'ENTER' ON THE KEYBOARD) IN SPREADSHEET ENTRIES.
   • Use 'T' for True (instead of 'Y' for 'Yes') and 'F' for 'False' (instead of 'N' for 'No') for fields like Mailings?, Reports? On Line Access?...
   • Disposition Codes are: 1 Destroy; 2 Return; 3 Donate; 4 Transfer to House
   • Use this format for phone numbers: 555-555-5555.
   • Use this format for dates: 8/7/2009.
5. Save the spreadsheet.
6. In BCSS, under Utilities, Import/Export to Self, select either Import CSV Buyers, Import CSV Consignors or Import CSV Inventory.
7. Select the appropriate .csv file. (If the suggestion above was followed, the file will be on the Desktop.)
8. Spot check records in BCSS to verify that changed information has been updated and new records have been created, if applicable.

Future Import/Export

IF new records were added during import, the .csv file cannot be used again to edit and/or add more BCSS records because those new records will not have assigned Internal IDs. If the spreadsheet is imported a 2nd time with new records having no Internal ID assigned, duplicate records will be created for the new records having no Internal IDs.

Before using the spreadsheet for another import, first export all records again from BCSS to make new Internal IDs available. If there are no new records in the .csv import spreadsheet, it is not necessary to export all records before using the .csv spreadsheet to amend BCSS records, however, changes made in BCSS after the import will of course not be in the import spreadsheet.

Duplicate Records

To eliminate duplicate records:

1. Export all records to a .csv spreadsheet.
2. In the .csv spreadsheet edit the duplicate record(s) changing any information to another person's or item's information.
3. Save the spreadsheet and import into BCSS.
4. Verify that the duplicate records have been replaced by the changed information.

For free email support, send us an email. For fee-based phone and remote-PC support please contact Joy Archer, enJoy Consigning Services, 972-898-7921, email or Russ Cox, Cox Technology Associates, 203-421-6471, email