11. Data Mapping

Created by Migration Bot, Modified on Fri, 23 Oct at 11:20 AM by Migration Bot

Originally written by John Hardwick, last updated Jul 27, 2026, on the Swan Retail knowledge base (FRS).

Part of: Product Creator - v1214

This document relates to spreadsheet version 1214.1.00 onwards

The Data Mapping section of the main menu enables an external data source (perhaps a supplier's catalogue) to be mapped and subsequently loaded into the spreadsheet.

Pre-configured mappings exist for AIS-Format B, plus a manual mapping feature which is saved with the spreadsheet for future use with the specific supplier.

To gain access to data mapping, initially select IMPORT-EXPORT from the main menu. This will present the import-export submenu.

Processing a data file may take time, dependant upon the number of mapped columns and rows to process. It is recommended that a copy of the spreadsheet is taken before processing, and other personal productivity processes on the PC are existed to maximise performance.

It is possible to turn off this feature ADMIN button. Where configured buttons will be greyed out.

View Raw Data Tab

Clicking this button closes the main menu and presents the Import Data Tab

The first time the tab is opened per day, a notification message is produced advising as to the requirements of this page.

Clicking CLEAR DATA ROWS removed any data in the import data tab with the exception of the header row (row 1), allowing new data to be specified.
Clicking CLEAR ALL DATA clears the entire import data sheet including the header row.
Clicking LOAD NEW DATA open the following page whereby the data source can be specified

Clicking VIEW EXISTING DATA opens the source / load data page for viewing / editing
Clicking CLOSE presents the Import Data tab.

Prior to processing the import, copy the data from the source system to this page.

The data is not fixed and may have as many rows and columns as needed, the main element is that no cells are merged, and all columns have unique column headers.

This page may be visited as many times as necessary.

Once the data has been processed, processed cells are given either a red or green background.

Red indicates the data was not loaded, most probably due to data inconsistency - for example an alpha in a numeric field

Green indicates the field was successfully processed and is in the dataset.

To return to the main menu, either click on the Home tab and then click the home icon or press CONTROL and M on the keyboard.

Process (Import) Data

Once the source data has been loaded into the Import Data tab, selecting the PROCESS (IMPORT) DATA button presents the following page.

Clicking the video icon in the top left of the menu, and subject to access, the operator can watch a short video relating to this page.

It is possible to choose from one of 7 mappings, one is an auto mapping and there is a preset load for AIS Format-B

It is possible to rename mappings and to copy the auto mapping to a user defined map.

Once a Data Type has been selected, the mapping grid populates.

The left-hand side of the screen displays the column header used in the Import Data tab.
The right-hand pick list (for manual entries) offers a choice of ‘mappable’ columns used within the spreadsheet.
Any unmapped column will be ignored during loading.
All columns will be validated during the load to ensure the data in the field adheres to the conditions of the cell.
Where the number of columns (shown in blue at the foot of the page) exceeds the page limit, it is possible to click the next and previous icons shown in the bottom right of the page.

Once the required selection criteria has been entered, the PROCESS button displays, which when selected begins the process of populating the spreadsheet with the source data.

The process will generate a progress message bar