The standard data import utility is restricted to Texada Support staff only and can be accessed from the Utilities menu for System Maintenance for importing source data on LINUX systems.
These programs provide the ability to import multiple source
text files into a destination file.
Generally this process is used to convert a new client's data from
his old record system to SRM software file format.
This import action is not meant to make minor changes to existing
data as it does not replace existing records unless the entire
table is "cleared" out first.
Caution:
Existing data can be over-written and lost during the import
process.
Always do a complete backup when new files are being imported into
a company with any existing data.
If unsure on how these functions work, consult with experienced
Texada Support.
These menu options provide the ability to create a template to
capture and save the data, and then import from multiple text files
into one destination file queuing all the standard data imports to
run consecutively.
The order of the queue is pre-determined by the software to avoid
potential RECORD NOT ON FILE errors.
e.g. The customer file is imported before ARAR and the Vendor is
imported before APAP etc.
The prompts are:
Note: Telephone and fax numbers can be entered without the dashes (-) as the format respected is defined by the masks in the Company Information.
If the file has been saved locally, put the focus on this field and click the UPLOAD button to be moved from the Client to the Server as outlined in Select a File to Upload and to populate this field with the correct path and name.
Note: Import programs do not do complete error checking.
Error checking needs to be done at the Excel spreadsheet level
prior to the final import of the data.
Uncheck this box to add records from the import file to the
existing file if the do not already exist without losing existing
data.
Errors will be generated on incompatible records.
Note: When existing data for tables with "non-unique keys" such as Checklists, Comments, etc is included in the exported template, entries will be duplicated when that data is re-imported if the Clear option is not utilized.
Click the UPLOAD button if the file needs to be moved from the Client to the Server as outlined in Select a File to Upload
When existing data for Rental Groups is to be included on the template, the prompt to Specify Rate Code Order is triggered.
When the existing data for Products is to be included on
the template, the prompt to export All products, or just Rental or
just Sales only is provided from the Selection
Required window.
When the existing data for Rental Products or All
products is to be output on the template, the prompt to Specify Rate Code Order is triggered for the
rentals.
The prompt to export 'Original Cost' and 'Depreciation', or
'Current Book Value' is also triggered for Rental Products,
using the Selection Required window. For
Bulk Rentals the Original Cost/Depreciation or Book Value is
calculated as the sum of the Tag amounts divided by the Tag
quantity.
When Rental Products are to be included on the template, the
Input Required window is triggered to
capture a default 'Date Acquired' that will populate column Q when
there is a Fixed Asset tag but no date acquired on it.
Note: When existing data for tables with "non-unique keys" such as Checklists, Comments, etc, is included in the exported template, entries will be duplicated when the data is re-imported if the Clear option is not utilized to remove existing data for those same tables before importing.
A record is written to track the import and whether any existing tables were cleared, in the Audit Log.
Importing Products:
If a product file is being imported, the Specify Rate Code Order screen is triggered.
Errors:
If errors in the import, such as duplicate records or records
already exist that were not cleared occur the Data Import Errors screen in triggered.
Manual Data Capture:
If your firm does not wish to use import files to initially capture
start up data, data can be loaded manually.
Refer to the following guides:
Note: Contact Texada Client Services if your firm requires data import for outstanding Contract details, using the Import Contracts utility.
Balance the G/L with the Sub-Ledgers:
Using either the manual or data import method of capturing the
data, start up G/L postings still need to be completed to balance
the A/R, A/P, and Inventory sub-ledgers to the General Ledger, as
follows:
Similarly after the Inventory start-up information has been loaded, print the Inventory Value report to verify that the value of the products loaded into the Inventory sub-ledger matches the G/L inventory accounts.
The A/R and the A/P control account opening balances and the Inventory account balances should then be loaded with the other starting G/L account balances using Miscellaneous G/L Journals and then posted using Post Miscellaneous Journals.
ACTIONS:
Additional actions provided by buttons on
the Data Import screen include:
Move a File from the Client to the Server:
In preparation for importing, click on the relevant Filename
field and then click the UPLOAD button to upload an
import file saved as a "tab-delimited text file" using Select a File to Upload.
The filename defaults based on server type to the current directory
for Linux or to c:\temp after uploading.
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