Data import

This is a collection of all the information you need to know, in regards to the data integration.

There are overall two sources of information that is relevant to feed into Qarma:

Purchase order information that lets the inspector know which products to check, quantities, supplier information, ETD etc.
Product data that enables the inspector to check that the product lives up to the specifications. Examples are barcode information, size, color, style, packaging as well as file attachments such as technical specifications, user manuals, assembly instructions etc.

Data formats

We support the following file formats:

CSV
Excel
XML
JSON

It is important that each order line can be identified in the data; for example, Excel or CSV formats should have one row per order line. XML and JSON formats should include one level for the order, with individual order lines on the level below.

An example file is attached here, please download the file to see the examples. The yellow highlights are the basic and mandatory information - the rest will depend on the data fields of the source system and will be mapped accordingly in Qarma.

Transfer methods

We offer various transfer methods, including:

Dedicated email
FTP
SFTP
HTTP (webservice)
HTTPS (webservice)

Data can be refreshed multiple times daily to ensure that information within Qarma remains consistently up-to-date.

What we need

The following 5 mandatory fields:

Order number
Item number
Item name
Ordre quantity
ETD

Besides the mandatory fields, we also often find that the following information is relevant:

Product category
Country of origin
Product details – Color, materials, full product description
Product and carton dimensions
Product and carton weight
Product and carton barcodes
Factory name
Link to product images
Attachments

How to

The integration will be handled by your dedicated Qarma Product Solution Manager, who will work with you to set up the integration. In most cases this can will be done with minimum amount of work from your side, after we receive the Account- data and configuration information.

Useful information in relation to data import

Duplicate orders

If an order already exists in Qarma, it will be updated if there is any new information in the data sheet you provide to the Qarma system (e.g. change of qty, date etc). The system will only update if it matches both the Order number and Item number and optionally an Order line ID.
Furthermore, it will only update the information if the inspection has not yet started.

When is an Order Line ID necessary?
If an order has the same item number several times, there needs to be an order line ID to identify the individual items.

Multiple data sources

The Data import can handle multiple data sheets. The following information is an example of data that needs to be processed together with the order list:

List of suppliers - containing e.g. supplier address, contact information, country etc.
Additional order information - labels, package instructions, user manuals, product specifications etc.
List of users and their responsibilities - this allows Qarma to set automated notification and approval flows for inspection reports
Mapping between product categories in the order list and corresponding checklists in Qarma.

Attachments and files

If your order or product data includes references to attachments, these can be retrieved and displayed in the Qarma app. We support retrieving attachments shared as Public URLs through HTTP/HTTPS and retrieving attachments through FTP/SFTP protocols.

For example, attachments linked to an order in your ERP system (e.g., Navision) can be made available for download via an SFTP server. The PO information sent to Qarma will contain the path to the specific folder on the SFTP server where the file is stored, enabling automated retrieval and display for the inspector in the Qarma app