FAQ/en

These FAQs are still work in progress. But, we're on it - right now...

DataPool

What does DataPool mean?

Imagine the DataPool as a central warehouse for your product data. Your datapool contains all Data Source, i.e., the departments of the central warehouse. The master data for individual products such as - title, description, list price, product categories, dimensions, weight, image path, stock level, and more - are then managed in these departments. You can update your master data daily, hourly or as needed, and use it for all available interfaces. If you are a manufacturer or a wholesaler, we recommend that you also make your DataPool available to other merchants (new customers). They can then work with your data and use it with our already preconfigured or their own interfaces. The DataPool is the data basis for all interfaces. From it, all export data is created. This data is then either transferred directly to the desired external system via an API connection or made available for download as a CSV- or XML-file, which can subsequently be imported into a shop or marketplace.

How are variant items created?

For variation items (childs) you always need an associated parent. This has its own item number (SKU), which then the desired items (variations) are assigned. For these variations, at least one distinguishing feature (e.g., color, size, etc.) must be defined and selected in the parent item.

An example:

The data pool already contains 3 items - boxes with different dimensions: S24680-30 => 30x45x40cm / S24680-45 => 45x45x40cm / S24680-60 => 60x45x40cm

1. The corresponding values for the 3 variants S24680-30, S24680-45 and S24680-60 must exist in the field Size of these items.
2. Create a new item in the data pool, a Parent item, with a unique item number (SKU), e.g. S24680. Leave the field Parent-ID empty. At Is a Parent Item select 'Yes'!
3. Now, the selector at Size in the parent item S24680 must be set to 'Use as Variant Value 1'.

This completes the creation and association of a parent with 3 Variants. Of course, the creation of parent- and variant- items can also be done automatically during the import. To do this, parents and variants must be marked as such in the import file.

How can I add additional languages (e.g., ES,IT or FR)?

To do this, use the Language_Name under My Account -> Preferences. For categories, one language is sufficient, because the assignments on other systems are made via the "Category Mapping". On eBay, these relations are maintained via the category IDs.

Can SKUs be imported, which contain a special character, like " | (Pipe)" ?

The import of article numbers with the "Pipe" symbol | (vertical bar) is not supported by our system. The "Pipe" symbol is therefore removed when importing such article numbers. If you still need values with the "Pipe", for example, to process them in other programs, then import them into an unused column or into a free data field of your data pool. Then, in the export profile, assign this field in the tab 'Column Mapping' as article number again.

Import

How do I assign items to categories when importing?

There are currently two options for this. We always recommend Variant 1 because, e.g., in the case of spelling errors in category names, duplicate categories are created in the system:

• Variant 1

Product Import: The products in the export file have a column with a category ID. This ID is assigned to the catID field through the column assignment on the '"Product Import.

Category Import: Categories have to be created once with a Category Import, including the corresponding IDs. This automatically assigns the products to the correct categories. If categories change, they must be updated!

The creation of categories can of course also be done manually, e.g., if only a few product categories are needed.

• Variant 2

If categories are already assigned in your CSV file (for example, from the manufacturer), you can pass these existing category names on import. Depending on the category depth, these names are then written to the fields 'Category 1-5' during the import. Then you can update the categories and the products are assigned automatically.

How can I import only data for products that have a minimum stock of "X"?

To do this, use the IF function from the 'extended field functions. Apply the IF-statement in the column with your product-ID. The function checks whether a stock is larger than "X". If so, it writes the product-ID, otherwise noting. Since you can choose whether or not items should be created without an product-ID, these can be therefore intercepted.

Remember however, that such an import filter can also lead to problems. For example, if a stock level today is 25, then the item - with a set minimum stock level > 20 - is imported. If the stock level later falls below 20, however, the item is no longer updated via the import.

Why are umlauts displayed incorrectly after an import?

One possible cause could be hidden control characters in the import file. Look for such characters in the relevant columns and remove them before importing.

How can I deactivate the 'Import errors' emails?

Such an e-mail is generated when a cron job has been executed and the import file to be loaded was not found or the imported file contained no data. Delete or update the concerned import cron job or change the stored times in the time settings of this cron job.

Why are child items (variants) imported, but not their parent items?

The problem depends on the structure of your import file. Please, go in your DataPool to Products -> Variants -> Group IDs. Here you should see after the import all parents that are assigned to childs, but have not yet been created as separate items. Highlight the respective IDs and click the [ Group Function ] button, then [ Create Parent (s) NOW ] and [ Execute ]. This will create all the items of your selection as independent parent items.

Export

Where can I find the download link (URL) of an export file?

You can find this link under Export -> Export Profiles. Click on the light-blue [ Status ] button. This link can also be used for external connects or downloads.

How can I update my export files automatically?

For this, set the update times in the corresponding export profile on the [Cronjob] tab. Your export file is then created automatically always at the time specified and you can download it via the link in the status window (by the way, without logging in to the system). Note, that you must login to the system at least once every 3 months. Otherwise, set cronjobs will be terminated and not start again. Updated export files are then no longer available.

Why are my cronjobs not running?

There may be several causes - depending on the interface and its settings. Only after a cronjob has been terminated correctly will the counter be incremented in your account.

1. Always check the response files for any errors that may have occured, and correct the settings for the cronjob accordingly.
2. If several API access points (tokens) are stored in the system for one interface, you must - for any data source, that uses this interface - assign the API access point (token) to be used. Go to My Account -> Basic Settings -> Data Sources -> Actions [Settings] -> Assign External Accounts. Select the required API access point (token) and save the settings.

eBay

An overview of our eBay help can be found at Ebay Help.

Amazon

How do I edit item attributes for Amazon?

In the "Data Pool -> Internal Categories" section, click on a product category with existing products. Then click on the tab "Amazon" and select a suitable category for the desired country from the drop-down menu and save the settings. The button [Item Attributes] (next to the selected category) will turn '"green"' after saving and the item attributes for this category can now be created or edited. Important for Amazon are the 'RecommendedBrowseNode1' (Category IDs at Amazon), search terms and bulletpoints. The Amazon response file tells you after an API transmission, whether item attributes values are still missing.

Why is not all inventory stock updated on Amazon?

Be sure to know when your import cronjobs will run. Note also the import option Set all stock level to "0" before import. If enabled, this setting will delete all stock levels of the respective DataSource before importing. Running Cronjobs will always take some time, depending on the amount of product data to be imported or updated. So, if you manually run an inventory update for Amazon at the same time, false stock levels - with the value "0" - can be transferred to Amazon, because the running import cronjob has not yet been fully processed. Therefore, avoid overlapping of import cronjobs and inventory updates for external systems that you are running yourself. If necessary, disable your import cron jobs temporarily.

What means "The data could not be transferred Error|500 - Server Error|500|Server"?

There may be several causes. Please check the following:

1. There are no or no valid Amazon categories and/or item attributes.
2. Internal categories must be assigned to the appropriate main category.
3. Category names must match those of Amazon, e.g. for jewellery Jewlery and decoration items Home.
4. Internal categories must contain item attributes. Red marked areas are required fields.

The best way to test the export is always with only one category or individual article.

Afterbuy

How can I change or create credentials for the Afterbuy API?

At the moment, credentials for the Afterbuy-API need to be created with the following parameters:

• PartnerID – Your partner ID from AfterBuy
• PartnerPassword – The partner password from AfterBuy
• UserID – Your AfterBuy account name
• UserPassword – Your AfterBuy Account password

Other

What character encoding does the system use?

Our system works with the UTF-8 character encoding. If your system uses a different character set, you should set this in the "Export Profile". That way your export file gets created with the desired character encoding.

How should the data of an internal supplier get integrated?

This point refers exclusively to "Internal Supplier Data" from manufacturers or wholesalers. Under My Account -> Subscriptions -> Supplier Data , please subscribe first to the desired supplier's data. After approval by the supplier, there are 2 ways to integrate the subscribed product data as a data source:

Supplier Data Linking

Via Linking, only a reference to the product data and categories is created internally. Therfore, you can not make changes (e.g. title, descriptions in other languages) to individual products and save them, when you are only linking them!

1. My Account -> Base Settings -> Data Source, Actions - Settings Edit ...
2. Select the appropriate supplier data and save the settings.

Linked supplier data is not counted in any package. They are therefore available free of charge for every account.

Supplier Data Importing

When importing, the categories (important for the assignment of product features, e.g. for eBay or Amazon) and then in a further step the product data, must be transferred:

1. Data pool -> Data import Variant C: Select provider, select data type "Category", import via the button [Load now]
2. Data pool -> Data import Variant C: Select provider, select data type "Product", import via the button [Load now]

Only at this form of data transfer, complete, separate records are imported into your Data Pool. In this way, you can save your own descriptions of the supplier's products. Imported supplier data is counted in each package. For GALLAY partners with paid "Image and Data License", the import of all GALLAY data into one DataSource is free of charge.

Where can I find the invoice for my order?

Your invoice(s) are stored in the My account -> Orders area. There, click the [View Orders] and subsequently [Save Invoice] buttons.

How do I restore product or category data from a back up?

To do this, use the Import (DataPool -> Data Import) and after uploading your backup file select the appropriate file type, e.g., Products or Categories. Alternatively, a restore can also be made via the area DataPool -> Data Backup. Select the backup to restore and klick "Actions -> Import Backup".