Data Import & Export¶
DiKAS offers comprehensive import and export functions: an intelligent article import wizard with optional AI support, selective backup & restore with 8 categories and real-time progress, plus a guided migration assistant for switching from another POS system.
Admin → Data Import
Article Import¶
Overview¶
The import wizard guides you through the article import in 4 steps — from file selection to the results overview. Columns are automatically recognized, optionally with AI support.
Step 1: Upload File¶
Admin → Data Import → Article Import
Supported formats:
| Format | Description |
|---|---|
| CSV | Semicolon or comma separated |
| TXT | Tab separated |
| XLSX | Excel files |
| Via AI extraction (optional) | |
| Images | JPG/PNG/WebP via AI extraction (e.g. photo of a price list) |
Drag the file into the upload area or click "Select File".
Automatic Detection:
DiKAS automatically detects:
- Delimiter: Semicolon (;), comma (,), tab, pipe (|)
- Encoding: UTF-8, Windows-1252 (via BOM or heuristic)
- Header Row: Whether the first row contains column headers
Step 2: Map Columns¶
DiKAS analyzes the column headers and values to suggest the best mapping:
Automatic Column Detection (16 target fields):
| DiKAS Field | Recognized Column Headers |
|---|---|
| Name | Artikelname, Bezeichnung, Produktname, Product |
| Price | VK-Preis, Preis, Verkaufspreis, Price, Betrag |
| Article Number | PLU, SKU, ArtNr, Artikelnr, Number |
| Tax Rate | MwSt, Steuer, Tax, VAT, MwSt% |
| Tax Class | Steuerklasse, TaxClass |
| Article Group | Gruppe, Warengruppe, Kategorie, Category, WGR |
| Barcode | Barcode, EAN, GTIN, EAN13 |
| Unit | Einheit, Mengeneinheit, ME |
| Description | Beschreibung, Langtext, Info |
| Short Name | Kurzname, Kurz |
| Color | Farbe, Hintergrund, Background, Color |
| Active | Aktiv, Active, Sichtbar, Visible |
| Allergens | Allergene, Allergen |
| Sort Order | Sortierung, Position, Reihenfolge |
| Deposit | Pfand, Deposit |
| Course | Gang, Course, Küche |
Detection Phases: 1. Header Matching: Column header is checked against 60+ known patterns 2. Value Analysis: For unclear columns, the first 20 rows are analyzed (numbers, booleans, codes)
Correct the mapping via dropdown if needed.
AI Mapping: If an AI provider is configured, click "AI Suggestion" — DiKAS sends column headers and sample rows to the AI and receives an optimized mapping.
Step 3: Preview & Configuration¶
Review the imported data: - How many articles will be imported? - Are there duplicates? (Same article number, barcode or name) - Will new groups be created?
Duplicate Handling:
| Mode | Description |
|---|---|
| Skip | Do not change existing articles |
| Update | Update existing articles with new data |
| Replace | Delete existing articles and recreate |
Duplicate Detection: Comparison by article number, barcode or name (configurable).
Value Transformations:
| Transformation | Description |
|---|---|
| Tax Class → Tax Rate | Legacy tax class (0/1/99) → percentage (19/7/0) |
| Price Format | German (1.000,00) and English (1,000.00) format |
| Boolean Text | "ja"/"yes"/"1"/"x" → active, "nein"/"no"/"0" → inactive |
| Allergen Codes | Legacy codes (a1–a14) → EU codes (A–N) |
Step 4: Execute Import¶
Click "Import". The result shows: - Newly created: X articles - Updated: X articles - Skipped: X articles - Errors: X articles (with details per row)
New article groups are automatically created if the specified group does not yet exist.
Import Profiles¶
Save frequently used mappings as a profile:
- After successful mapping: "Save Profile"
- Enter a name (e.g. "Supplier Müller CSV")
- Saved: Column mapping, transformations, delimiter, default group, tax, duplicate mode
- On the next import: Load profile → mapping is already complete
Profile Settings¶
| Field | Description |
|---|---|
| Name | Profile name |
| Source Format | CSV, XLSX, PDF, Image |
| CSV Settings | Delimiter, encoding, header row, text qualifier |
| Excel Settings | Sheet index/name, header row, data start |
| Default Group | Fallback article group |
| Default Tax Rate | Fallback tax rate |
| Duplicate Mode | Skip / Update / Replace |
| Matching Field | Article number / Barcode / Name |
AI-Assisted Import¶
PDF and Image Extraction¶
For price lists as PDF or photo:
- Upload PDF or image (multi-page/multiple files in one pass supported)
- DiKAS sends the file to the configured AI provider
- For each article, the AI extracts: name, price, group, a VAT class suggestion (standard/reduced/tax-exempt), allergens (EU-14, A–N) and — if printed on the menu — options/extras (e.g. toppings, sizes, side dishes) including surcharges (see Options & Extras)
- Instead of the generic column mapping (step 2 above, which only applies to CSV/XLSX/TXT), photo/PDF uploads open the correction loop directly — see below
- After correcting: continue as with CSV import (steps 3–4, preview & import)
Correction Loop¶
AI recognition is a suggestion — the correction loop shows the result as an editable table before anything is imported:
| Column | Editable as |
|---|---|
| Name | Free text |
| Price | Free text (recognizes German 1.234,56 and English 1,234.56 formats) |
| Group | Free text with suggestions from existing groups |
| VAT class | Dropdown |
| Allergens | Clickable chips from the configured allergen list |
- Uncertain rows (AI confidence < 0.7, missing/invalid price, or missing name) are flagged with a warning icon and colored border — please review before importing.
- Rows can be deleted, and "+ Add row" lets you manually add articles the AI missed.
- Existing articles: A toggle controls whether articles with a matching name are updated (default — your corrections win) or left unchanged. Duplicate detection in the photo/PDF path matches on name (menus usually have no article numbers).
- For very large menus (more than 500 recognized items), the correction loop only shows/edits the first 500 — the rest is carried over unchanged, with a warning notice.
ℹ️ The VAT class is an AI suggestion, not a binding tax ruling — please double-check before importing, especially for articles marked for takeaway/delivery.
Options & Extras¶
If choices are printed on the menu — toppings, sizes, side dishes, sauces — the AI also recognizes them and assigns them to the matching articles:
- After the analysis, a note "… option groups detected" lists the groups found (e.g. "Toppings", "Size") with the number of their entries.
- On import, identical option groups are merged across articles and automatically created as option templates; each affected article is linked to the matching template. The result summary shows the number of newly created option templates.
- You then find the options centrally under Admin → Optionsvorlagen (Option templates) and on each article under open article → "Optionen" tab (Options).
ℹ️ Options are not editable in the correction loop (above) — they are imported exactly as the AI recognized them. They are created as multiple selection groups with the printed surcharge; details such as single selection, required selection, default selection or "free quantity" are set afterwards on the article or on the option template.
Supported AI Providers¶
| Provider | Model | Description |
|---|---|---|
| OpenAI | GPT-4 Vision | Cloud-based, API key required |
| Anthropic | Claude Vision | Cloud-based, API key required |
| Google Gemini | Gemini 2.0 Flash | Cloud-based, API key required |
| Ollama | Local models | Self-hosted, no API key needed |
Configuration: Admin → Settings → AI Import
Free Quota¶
Without your own API key, 2 free AI imports are available via the DiKAS key. For unlimited usage, enter your own API key.
Excel Template¶
Download a template containing all 17 target fields:
"Download Template" → Excel file with: - All column headers - One example row with explanations - Format notes per column
Backup & Restore¶
Your data is backed up automatically via the DiKAS Cloud — encrypted and off-site. You do not need to create, download, or manage a backup yourself. If something needs to be restored (e.g. after a device replacement), DiKAS Support takes care of it.
→ Details: Backup & Restore
Switching From Another POS System¶
If you're switching from another POS system, the Setup Wizard guides you through export, import, and the legal obligations that come with the switch — the migration is one part of it.
Start: Admin Dashboard → the "Setup Wizard" card → in the "Where is your data coming from?" step, choose your previous system. Alternatively, go directly to Articles → Import (there's an "Import from another POS system" mode there).
The assistant is organized into steps and can be interrupted at any time — your last saved progress is preselected the next time you open it:
- Choose source: ready2order, orderbird, Vectron, another system (via DSFinV-K export), or Excel/CSV.
- Export guide: a step-by-step guide tailored to your chosen previous system, showing where to trigger the data export (including known pitfalls, e.g. exports sent by email or a limit of a few months per export with some providers).
- Start import: links to the matching importer (DSFinV-K import or ready2order import) — for Excel/CSV, to the existing article import above on this page.
- Migration checklist: a checkable list for a legally sound switch — end-of-day report in the old system, archiving the final DSFinV-K export (10 years, § 147 AO), keeping the old TSE, notifying the tax office about the new cash register within one month (§ 146a AO, linked to Tax Office Setup), and updating your procedural documentation.
⚠️ The checklist is guidance and does not replace tax advice — if in doubt, clarify deadlines and obligations with your tax advisor or tax office.
Frequently Asked Questions¶
Can I import only the articles without overwriting everything else? Yes — select only the "Articles" category during restore. All other data remains unchanged.
What happens during a restore with open receipts? Open receipts belong to the "Tables" category. If you do not select this category, the current open receipts are preserved.
Does the import support supplier catalogs with 10,000+ articles? Yes — the import processes large files as well. Processing is done in batches with a progress indicator.
Next Step¶
→ Modules — Add-on modules (Disco, Workshop, Time Tracking)