Item Spreadsheet

Click Here to download a Sample Spreadsheet in MS Excel Format.

Click Here to watch all the Spreadsheet Tutorial Videos.

Instructions for Completing the CAMEO EZ© Item Spreadsheet

The Item Spreadsheet is the foundation of CAMEO EZ web sites.The way the spreadsheet is filled out determines how your products will display on a web site. Please read the instructions below and refer to the examples in the Spreadsheet Master Excel file. You will want to save the spreadsheet that is on this CD to your own computer’s hard drive so you will be able to save your changes.

ITEM MANAGER

The Item Manager feature in the CAMEO EZ admin console is where the CAMEO EZ wholesale spreadsheet is imported and exported.  Here is some information about the File Manager:

Search/Edit Items – Individual records in the CAMEO EZ database can be view one at a time using this function.  Click on Search/Edit Items and enter a search term.  The search term can be a product name/description (columns F or G in the spreadsheet) or the product sku number (column E of the spreadsheet.  Be sure and click on the button next to either of these choices (disregard Item Id).  Click search and a list of records with that description or sku number will appear in a box.  Click on the Edit button (looks like a large white pencil with a blue background) next to a product in the Active column with the word Yes. The individual data record will appear with all of the information from the spreadsheet row for that product.

This record can be edited and once edits are made click on Update Item. Be sure the weight is added (can be 1 if you are not sure), the price, type of unit such as each, the sku number and minimum quantity. The default is Yes for Active and you do not have to enter a .jpg image name if the sku and the image have the same name. Add options as you would in the spreadsheet, fill in multiples and class (Column W and X on the spreadsheet), add keywords and a UPC Code if applicable.

View All Items – This is a list of the products that are in the database whether Active or not.  To edit a record on the list click on the Edit button and edit the individual record.

Add Item – Products can be added individually instead of using a spreadsheet.  It is recommended, however, that the spreadsheet be used. When adding a product in the database be sure to give the product a title, price, description is optional, weight (can be the number 1) if you are not sure, type in a unit such as each, enter the sku number, minimum quantity allowed, add options as you would on the spreadsheet. It is not necessary to add the existing image name if the sku and image are named the same and the Active Item is defaulted to Yes. Complete the new record by selecting the product’s category and subcategory (where applicable), entering Multiples and Class (Columns W and X on the spreadsheet), add keywords and a UPC code where applicable.

Deactivate Items w/o Picture – If there are products in the database that do not have images this feature can be used.  The items without images will have No in the Active column.  These can be reactivated the putting Yes in column V of the spreadsheet.

Volume Discount Table – This refers to column AB in the spreadsheet and can be used to add discounts for purchase of certain quanties of an item.  The Start Range is determine by the number of products a store has to purchase to get a discounted price.  For example a store can purchase up to 20 items at a certain price level.  The Start Range in this case is 20 indicating a purchase of 1-20 products costs an certain amount.  In the Amount field indicate the cost of the item when a store purchases 1 – 20 of these items. Next type in the sku/item number where this discount applies.

Multiple ranges can be added for a sku/item.  For example, the next level for a sku which involves a volume discount may be 21-40 products so then a new discount table can be added with the Start Range of 40, the amount for products purchased at the 21 to 40 amount along with the amount the store will be charged per piece.

Import from File and Export to File using the Item Manager – Please see below.

SAVING AND IMPORTING THE SPREADSHEET
Build the spreadsheet in Excel. In order to import the spreadsheet to the CAMEO EZ© System, the spreadsheet will need to be saved as file type CSV(MS-DOS)(*.csv) if you are on a PC. Using a Mac? If so, you need to save the CSV as an MS-Dos or Windows CSV instead of a Mac CSV.

The csv (comma delimited) spreadsheet file has to be uploaded to the web site using the CAMEO EZ AdminConsole.  Login to the CAMEO EZ admin console, click on Item Manager then click on  Import from file.  Click on Choose File or Browse and select the file for the spreadsheet.  Next click on Upload to add the spreadsheet items to your database.  You will receive a confirmation in blue lettering that the upload was successful.

The next step in the Admin Console is to click on Image Manager and then click on Process Images.  Next click on Process Images Now so that the images and products match up.

EXPORTING THE SPREADSHEET

IMPORTANT: Always export a current spreadsheet before uploading a new spreadsheet.  This is the listing of your current products on the web site. Save this exported spreadsheet to your computer.  You will use this exported spreadsheet to make changes or additions.

To Export a CAMEO EZ spreadsheet in the CAMEO EZ admin console click on Item Manager and then click on Export to file.  Next click on Export All.  The exported spreadsheet will be downloaded in the .csv format.  You can change it to .xlsx while you are making product changes but always save the spreadsheet as file type CSV(MS-DOS)(*.csv) if you are on a PC and CSV(Macintosh)(*.csv) if you are using a Mac.

IMPORTANT: It is convenient and helpful to use Excel to create your product spreadsheet but there are several things you should be aware of and some things you should NEVER do. Such as…

1. NEVER add, delete or move a column of the spreadsheet. If you are not using a non-required column, just leave it blank, don’t remove it. And do not add columns that are not in the example spreadsheet. The CAMEO EZ System expects the fields (columns) to match the structure and order of the data table columns. The spreadsheet actually populates as many as five (5) database tables and so changing the spreadsheet structure can create serious problems with your data.
2. NEVER leave blank lines between products or put headings on blank lines to group products together. If you do this as an aid in constructing the spreadsheet make sure you delete them before you save your CSV and import it in the Admin Console. After the header row showing the column names EVERY row is considered a product by the system.

NOTE to Sales Reps: Each of your manufacturers has its own spreadsheet. You will not need to prepare a spreadsheet for those manufacturers who are part of the CAMEO EZ system. For those you do prepare, each spreadsheet will need to be imported in that manufacturer’s AdminConsole.

When you open the Excel file named “CAMEOEZ_ItemList_Master.xls”, Excel will give you a message about Macros and ask if you want to “enable macros”. Click “Yes”.

At the top of the Spreadsheet, in column “A” are words that indicate where you can type your contact information. Put your information in column “B”.

“Vendor Name:” This is where you type your Company Name as you’d like it to appear.
“Vendor Address:” Your Company mailing address.
“City:”
“State:” (or Province)
“Zipcode:” (Postal Code if you are located in a country other than the United States)
“Phone:” Your main telephone number.
“Orders Email:” The e-mail address to which you’d like us to direct order notifications.
“Primary Contact:” Whoever you designate in your company.
“Primary Contact Email:”
“Shipping Type: Crossdock, Drop Ship, Other” Enter the shipping method you are willing to use for Retail Web Sites: “Crossdock” if the Retailer must take delivery and re-ship to the customer; “Drop Ship” if you are willing to ship retail orders directly to the retail customer and bill the Retailer; “Other” if neither applies. Please define.
“Payment Accepted: Visa, MC, Amex, Discover, Purchase Order, Wire Transfer, Other:” Enter all that you accept, even if they are not in this list.
“Minimum Order Amt.:” The amount of your Minimum first order in US dollars.
“Minimum Re-order Amt:” The amount of your Minimum for second orders in US dollars.
“Registration Required:” Yes or No. Do you want to require Retailers to register before seeing your products?
“Site Type:” Enter Mfr, Rep, or Retail
“Private:” Enter nothing here unless you want to limit these product lines to a specific web site, in which case you would enter the CAMEO EZ username here (If you are unsure of the username, contact OmegaNet). In other words, if you put a username here, no Reps or Retailers will be able to display the products on their websites.
“Description:” Enter a short description of your Company, limit 245 characters including spaces and punctuation.

The Columns
Click a link below to quickly go to a particular column.

• Column A – Item Category (Section Index)
• Column B – Item Sub-Category
• Column C – Item Sub-Category 2
• Column D – Keywords
• Column E – SKU #
• Column F – Item Name/Title
• Column G – Item Description (Detailed)
• Column H – Price (US$)
• Column I – Weight (Lbs)
• Column J – Units
•  Column K – Min Qty
• Column L – Max Qty
• Column M – Taxable?
• Column N – Allow Retailers?
• Column O – Allow Reps?
• Column P – Options
• Column Q – Enter Options (x, y, z)
• Column R – Price Change (US$)
• Column S – Physical Delivery?
• Column T – Msg on Receipt
• Column U – Image (name.jpg)
• Column V – Active?
• Column W – Multiples
• Column X – Class
• Column Y – MSRP
• Column Z – Dimensions
• Column AA – Fixed Freight
• Column AB – Volume Discount
• Column AC – UPC Code

Next is a row of headings for the columns that follow. You will see that several rows of the spreadsheet contain example items that you can study. After you have put your own information in the spreadsheet, delete the example rows. Once the initial spreadsheet is completed for a line and has been installed in the CAMEO EZ© system, the online catalog can be edited through the manufacturer’s Admin Console.

Each row of the spreadsheet represents an item, product or SKU# and will be a “record” in your Item database. Each column of the spreadsheet represents a field in the record. Below are instructions how to fill in each column.

By default, Categories display in alphabetical order by ASCII sort. Numbers will appear before letters; Capital letters will appear ahead of lower case letters.

Changing the order: If you want to dictate the order in which Categories display on the Main Category page of your web site and in the dropdown list of Categories, the method is identical to the method for creating an arbitrary order for your product SKUs (see below under “Column E – SKU To assign an order to your categories, go to your Admin Console >> Product Categories >> View All. Click “Edit” for the category you want to assign a sort order to. In the Category Name blank you will see the current Category Name. To the beginning of the name, add a three digit number and two colons ( :: ).

Example:  If the Category Name is “Pillar Candles”, and you want it to be first in the list, make the Category Name “001::Pillar Candles”.

Do not leave a space between the colons and the Category Name.  The Category Name can be multiple words.  If you do not assign a numeric order to some of your Categories, the unnumbered Categories will appear in alphabetical order after the numbered Categories.  Your numbers need not be sequential.  In fact, it is a good idea to skip numbers so you can come back later and insert new numbers if you need to.  Categories you number will appear at the top of the list, as well as at the top of any dropdown lists in which they appear.  Click the update button at the bottom of the page and you are done.

This method works for Subcategories as well as Categories.  You can start your numbering over with 001:: within the Subcategory.

IMPORTANT NOTE: After you have done this you will need to update your product spreadsheet to reflect the Category Names as you have changed them with the numbers and double colons. Uploading a spreadsheet without the Category numbers will result in duplicate Categories. Log into your CAMEO EZ admin console and click on Product Categories and then View All. Click on the Edit Button (white pencil in a blue background) and update the current categories with the new order numbers you have selected such as 001::. In this way when you upload the new spreadsheet with the numbered categories duplications will not be created.

Putting a product in multiple Categories or Sub-categories. You can put items in multiple categories by copying the complete row in the spreadsheet to get all the descriptive and pricing information, and pasting it to a blank row. Then change the Category and/or Sub-Category names in your copied row to put them in your new Category.

IMPORTANT: There are some characters that cause problems in category names, specifically periods (dots) and apostrophes (single quotes). The problem occurs when you reimport a spreadsheet; the categories will be duplicated.

If you must have these punctuation marks in your category names, use the HTML symbols for them:
Period: .
Apostrophe: ’ (here’s what it means: “&”=always begins an HTML symbol; “r”=right; “s”=single; “quo”=quote; “;”=always ends an HTML symbol).

This rule concerning punctuation in category names applies to all level of categories.

Column B – Item Sub-Category: This is a subset of the major Item Category. The spreadsheet divides the Category “Books” into the Sub Categories “Fiction”, “Non-Fiction” and “Inspirational”. This column is optional; you are not required to enter anything here if the major Category doesn’t need to be divided into Sub-Categories.

Column C – Item Sub-Category 2: This is a subset of the first Sub-Category. The Spreadsheet divides The Sub-Category “Fiction” into “Western”, “Romance” and “Historical”. This column is optional. Sub-Category 2 should only be used if absolutely necessary because customers will have to go down two levels to get to it.

Column D – Keywords: Words or phrases in this column will be searchable using the Keyword Search. All items with a given keyword will be displayed when that Keyword is selected from a dropdown list. These words may cross multiple Categories or Sub-Categories, as in the example where both Frames and Stationery have keywords of “Floral”. This column is optional, but can be key to organizing your product line on your sales agencies; or retail stores’ web site and helping your customers find what they are looking for. You can enter up to 20 keywords or phrases, separated by commas. Example: Floral, Handmade, Sunflower. Really up to 5 keywords is best. NOTE: The same caution about spelling and capitalization mentioned above for Categories applies to Keywords. They must be identical from one item to the next. Best to capitalize and to put only one version of a word (ie. Do not put Floral and Florals). This column is optional and will only be displayed on the web site if “Show Keyword Search” is checked in the Admin Console > Account Setup > Feature Options, although the any-word Search will still search the Keywords column.

IMPORTANT NOTE: Make sure you do not have a comma after the last Keyword, as this may cause your spreadsheet not to import properly.

Bonus Feature: Another way to display certain items separately while still displaying them in their regular Categories is to use a “Modifier”. This means adding a slash and a character to the SKU. For example, if you want to have a page of Featured Items, add “/F” to the SKUs of the items you want to feature. The “/F” will not show up on the web site, but a special page can be put in place to display the items you selected. You could also have a “Sale” page, adding “/S” to the SKUs on which you have reduced the price. This is if you wanted to show products across categories with a similar theme or items on sale a link could be created that would just show the products with the modifier on a results page.

The default sort order is ascending by SKU number. In other words, lowest numbers first. If you prefer, OmegaNet can change your sort order to descending (high numbers first). Be aware that ASCII sorting will display SKUs as 1, 10, 100 … 2, 20, 200 etc. unless you make the SKUs 001, 002, … 010, 020, … 100, etc. If you want to have complete control over the order your products appear in, you’ll need to use the method outlined under Column F below.

Column F – Item Name/Title: This is the name of the product. You may wish to think of it as the short description of the product. The information will be most readable in title case (first letter capitalized) rather than upper case (all caps). This column is required.

Customizing the sort order: If you prefer to sort on the Item Name instead of the SKU, OmegaNet can do that. To create a completely custom order for your products, add a three-digit number and two colons to the front of the Item Name. Example: If your item name is “Angel Figurine” and you want it to be first within its Category, you would enter the following in column F: “001::Angel Figurine”. For the next item you want to appear, put “002::” and then the Item Name. Or better yet, make the second one “005::”. That way you can come back later and insert a new item without having to renumber all your products. .

Column G – Item Description (Detailed): This is the long description of the item. It can literally be as long as you like and will be displayed on a page when the customer clicks to see a larger image of a single item. You can type or copy/paste a paragraph into this field.

If you need to use an especially long description, it is best to create a .tpl file in the Page Builder in the Secure Area Templates. Log into the CAMEO EZ admin console and click on Page Builder. In Page Builder click on Information Page Wizard and a Design A New Template will appear on the screen. In the Enter Template (File) Name: field type in the sku number for the product and in the Select Location of Template: field click on the black down arrow and select secure access area then click on Create Template. A new screen will appear called INFORMATION TEMPLATE BUILDER 2. Here you can type in the detailed description of the product. The information can be copied from a Word Document just be sure to click on the Edit button in the navigation bar and click Paste as Text. Scroll down and click on Quick Save. In the CAMEO EZ spreadsheet in column G type in the sku number of the product followed by extension .tpl (for example AR134.tpl).Contact OmegaNet and ask a designer to change the coding for your website to include these .tpl documents.

This column is not required.

IMPORTANT NOTE: Do not use the Enter/Return key to break lines in your description. It will cause your spreadsheet import to fail. If you need to format the description, use HTML tags.  The word decor should not be spelled this way décor.

Column J – Units: This is a column you can use to display the way an item is packaged and shipped. Examples might be: dozen, pair, set of 2, etc. This column is required, so if there is no unit other than single item, put “each” for all items.

Column K – Min Qty: In this column, enter the minimum quantity for wholesale for each item (Line minimums are entered elsewhere). If you do not enter anything in this column, the system will assume the minimum is “1”.

Column L – Max Qty: Use this column for closeouts where you wish to limit the number of items per customer. Especially useful for Retail sites. This column is optional.

Column M – Taxable?: Sales tax is an issue for Retail store web sites, so if you want retailers to be able to sell your items, select “Yes”. The CAMEO EZ© Admin Console allows the web site owner to set up the rules for sales tax. This column defaults to “Yes”.

Column N – Allow Retailers?: In this column the manufacturer can decide which item pictures to make available to Retailers to display on their stores’ web sites. This column defaults to “Yes”.

Column O – Allow Reps?: This column allows the manufacturer to decide, item-by-item, whether to display items on their Sales Reps’ password-protected web sites. This column defaults to “Yes”.

The Grid: If you have several options and prefer not to display them as dropdowns, you can use the “Grid”, which uses a popup to display two options as a table with one option down the site and the other across the top with order quantity boxes in a grid. The first option name will display down the side of the grid and the second will display on top. Additional options would simply display as dropdowns. It is also possible to display a single option in the grid by adding two colons and the number “3” after the option name. Example: if you want your color option to display with the colors listed across the top and an order field under each color, it should look like this: “Color::3”.

Another variation is “Name Drop” or Personalization, which is an option that allows the customer to fill in a blank text field with a name or word for customization, such as a name on a mug or T-shirt. More information on personalization is in the information for Column Q.

Column Q – Enter Options (x, y, z): This column lists the options separated by commas. For example, if the option name (in the previous column) is “Color”, the list in this column could be “Red, Yellow, Green, Blue”.

If you want to use the Personalization or Name Drop option, you must enter just a single option in column Q (you still must have an Option Name in Column P and the Price Change in Column R, but you will have just one option in column Q). The wording will appear in the text field, so it should say something like “Fill in the blank for personalization” or whatever makes sense. NOTE: Putting a single option in Column Q is what tells the system to display the option as a text field.

This column is only required if the previous column has content.

Column R – Price Change (US$): This is the last of the Options columns. Use this column if the option causes the price to change. Enter the DIFFERENCE between the base wholesale price and the price with the option, separated by commas in the same order as the previous column. Example: If the base wholesale price of the item is $15.00, Red increases the price 1 dollar, Green decreases the price 50 cents and the others stay the same, this column would read:

“1.00,0,-0.50,0” (Red =plus 1 dollar, Yellow=no change, Green=minus 50 cents, and Blue=no change).

To have up to three options for a SKU, create your options as outlined above and join them with semicolons within the columns. Example: A T-shirt is sold by a single SKU, but comes in different colors and sizes, so Column P (“Options”) would read:

“Color; Size” (The names of the two options are “Color” and “Size”).

Column Q would contain the various options, joined by ” ; “:

“Red,Green,Blue; Small,Medium,Large,Extra Large” (to the left of the ” ; ” are the color options; to the right, the sizes).

Column R would have the Price Changes for the two options, again joined by semi-colon:

“0,0,0; 0,.10,.25,.50” (Choice of color does not affect the price; Small T-shirt price=no change, Medium=plus 10 cents, Large=plus 25 cents, Extra Large=plus 50 cents).

NOTE: The number of entries in the “Price Change” Column (R) must match the number of entries in the “Enter Options” Column (Q). In the example above there are three colors but four sizes in Column Q and the same number of corresponding entries in Column R. Negative values are allowed in “Price Change”. If an option reduces the price by 50 cents, show it as “-.50” or just “-.5”.

Column S – Physical Delivery?: This column defaults to “Yes”. One reason to change it to “NO” would be if an item would not be shipped, as in a catalog that can be downloaded in PDF format for which you want to charge the customer, or other information that is sent by e-mail or fax. Services such as gift wrapping or engraving would also be in this category. Another situation where you might want to say “No” would be in the case of large items like furniture which must be delivered by freight line instead of UPS, FedEx or USPS. In that case you can use the “Message On Receipt” blank (below) to say, “Shipping will be by Truck Line. You will be contacted with the Freight amount”. When an item in this column is marked “No”, no parcel carrier shipping charges will be calculated.

Column T – Msg on Receipt: Here you can enter an Item-specific message that will appear on the customer’s order. An example might be a safety warning or a message about freshness of a gourmet food item. This column is optional.

For more on preparing product images, including displaying multiple images, see “How to Prepare Product Images” below.

Column V – Active?: This column defaults to “Yes”. If an Item is discontinued, selecting “No” will cause it to be unavailable for ordering, though it will still be available to the system for order reports, etc.

Column W – Multiples: This column defaults to “1”. Do not change the number if an item has a minimum order of four, but the customer is allowed to order five, six, seven, etc. Change the number if the item is only sold in multiples, such as case packs, or can be ordered as an assortment. See the Examples under “Class” below. This column is optional. IMPORTANT NOTE: If you put anything in the Multiples column, YOU MUST put something in the “Class column” (Column X). For Example, if an item is sold only in Multiples of 4, put the Item (SKU) number in the Class column. If in an assortment, put the number of units in a case and then in Class put the general name of the items that can be assorted.

Column X – Class: This column works with the “Multiples” column to allow customers to buy assorted items to reach the item quantity under “Mulitples” OR to require customers to buy multiples of a single item. Example 1: The customer is required to buy a minimum of a dozen votive candles, but may buy assorted colors/fragrances. Enter “votives” in this column for all items that qualify to reach the minimum order of 12. Example 2: If the number in the “Multiples” column refers just to a single SKU, simply copy the SKU number to this column to limit the Multiple to the current SKU. This column is optional IF you did not put anything in the Multiples column (Column W). See Note under Column W above.

Column Y – MSRP: This column is for the Manufacturer’s Suggested Retail Price. If nothing is placed in this column, the system will assume 200% of the wholesale price.

Column Z – Dimensions: This column in the spreadsheet is for Size. It can be used for any type of measurement appropriate to the product. This column is optional and will only be displayed on the web site if “Show Item’s Dimensions” is checked in the Admin Console >Account Setup > Feature Options.

Column AA – Fixed Freight: If you are charging shipping on the web site and an item has a fixed amount of freight that is charged, put the dollar amount here.

Column AB – Volume Discount:If you discount your products when a certain volume is reached you can indicate that in this column. Do not list your regular price, only the discount price. The format is QTY=Price & QTY=Price & QTY=Price. Price can be stated as a dollar amount or a percentage of the wholesale price (Column H). For example, if you give a 5 percent discount for quantities of 24, 10 percent for 48, and 15 percent for 96 on an item with a wholesale price of $50, this column might look like this:

24=$47.50 & 48=$45.00 & 96=$42.50

Or if you wanted to use percentages, it would look like:

24=95% & 48=90% & 96=85%

Whether expressed as dollars or percentage, the format is

quantity = new price & quantity = new price, etc.

Note: Volume Discounts only work on wholesale prices, not retail prices.

Column AC – UPC Code: Insert your UPC codes for each product here. If something is in this field, the code will appear on the thumbnail and large image pages with the label “UPC Code:” If nothing is in this field, nothing will appear on the pages. This column is optional. NOTE: You may experience problems when re-opening a CSV spreadsheet in Excel because Excel tries to convert the UPC code to a formula. Unfortunately, not much can be done to prevent this (unless you put text characters in front of the numbers to force Excel to treat the number as text) so it’s wise to keep an Excel version of your spreadsheet with this column formatted to “text”.

HOW TO PREPARE PRODUCT IMAGES

All photos need to be RGB and no more than 2mb (2,000,000 bytes) in size. These product images should be only in the .jpg format. We realize that manufacturers have their picture either in Individual Images or Group Images. Please note the Naming method that depends on the way your product line does the product images.

• If You Have Individual Item Pictures That Are Exactly Named With The SKU Number: Please make certain that the SKU Number is IDENTICALLY named to the picture name. Use the exact capitalization and characters (including periods, underscores, dashes, etc.) Do not use spaces.
• If You Have Individual Item Pictures That Are Named Different From The SKU Number: Please either rename the pictures correctly with the SKU number or have OmegaNet rename them at a charge of $1 per picture. Use the exact capitalization and characters (including periods, underscores, dashes, etc.) Do not use spaces. OR an alternative to renaming your product images would be to put the image name in the “Image Name Column” of your spreadsheet that corresponds with its product.
• If Your Items Are In Group Pictures: You should fill out the CAMEO EZ spreadsheet with your product pricelist and associate the SKU number with the name of the picture containing the SKU’s image.
• If you want to display multiple images of the same product, images should be named with the SKU plus _2, _3, etc. For example, if the SKU is ABC123, the extra images would be named ABC123_2.jpg (your main image is considered number 1), ABC123_3.jpg, ABC123_4.jpg, etc. Upload them to /images/import/ like other product images, however they are not affected by Process Images. These show up on the large image page or popup.