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Database imports may be used in place of data entry to insert data into the system. Data must be in a text file format, either delimited or fixed width.
In cases of static data (e.g. dictionaries, general ledger accounts, stocks, vendors), the import may also be used to update existing items. In such cases as the import is run, the system will check each key piece of information (e.g. stock number, vendor number) to see if it exists. If it does not exist, that line will be treated as an add; if it does exist, the line will be considered an update, and everything on that line will update the item already on file.
In cases of financial data (requisitions, purchase orders, invoices), no update is possible via import. The user will be prompted for a batch code at import time, allowing the system to batch the import in the same way that it would be batched in data entry.
Common Prompts to All Imports:
•Setting name- This is the setting that has been created to define the layout of the file being imported.
Import file- Click on the Browse button to navigate to the file that is awaiting importing.
Year and Period- Where these are not relevant, these prompts will be greyed out or will not appear at all.
Data Preview- Click on this button to view the first few rows of the import file, as they are passed by the import routine. This 'at-a-glance' view will enable the user to quickly spot any errors in defining the layout of the import file, as the system will first display as column headers the definitions in the settings, followed by the columns from the import file itself. For example, if a column header says Vendor Name and the contents below the header is obviously address information, it is easily recognized and the user can back out without waiting for the system to validate the entire file. This is an optional step.
View Preliminary Report- Click on this button to have the system analyze the entire import file for valid data. Any lines containing invalid data will appear below (scroll down to see them) and will inform the user of the line number and the actual issue encountered. These issues must be resolved before proceeding to the actual import.
Save- If it becomes apparent during either the Data Preview, or the View Preliminary Report that there are errors in the import file, there are two options:
Back out and correct the import file, save and restart the process
Change the data right on the screen in the grid
The Save option will remain disabled unless changes are made to the data, in the grid. Changes to the grid must be saved before they can take effect in the import. By default, the file will save in a different folder and/or with a different name than the original file. Therefore, either take great care to select the same folder and file name as the original and say Yes when the system asks if you're sure you wish to overwrite the original file. Otherwise, take note of where the new file is saved and the name of the new file. In either case, be sure you revisit the Data Preview and View Preliminary Report options after changing data to ensure that you are indeed proceeding with the new changes.
Process- Click on this button to advance to the actual processing of the import.
Schedule- Click on the Schedule button will prompt the user for the date and time that the import is to be run.
Clear- This will clear everything that has been entered on this screen and return it to the condition it was in when first presented to the user.
Print Report- This will print the contents of the validation report so that a copy of the errors is easily accessible, as the user goes about addressing the problems identified.
View Final Report – the final report will display information that will be valuable to know about the import (e.g. batch number created, voucher number created, etc).
The DB Import module includes the following sub-modules:
•A/R Account Import
•A/R Invoice Import
•Budget Import
•G/L Account Dictionary Import
•G/L Alias Dictionary Import
•G/L Import
•Invoice Import
•Journal Voucher Import
•Payroll Import
•Purchase Order (Summary) Import
•Requisition Import
Note: Click on any one of the above links to learn more about that section.