The Import Wizard allows you to import data directly into the New Company you are currently building.
Depending on where you are at in the process of creating your company, you can import a variety of different information.
When just starting you are limited to importing only your GL Accounts, but once that is completed you can start working on other imports such as your Customers and Vendors.
When the creation of your new company is completed, you will gain access to various pull options that allow you to pull in Open Orders, POs and even Projects from another Company.
Note that the information in the lower section of the screen is a work in progress, so nothing has been officially added to your New Company.
Once information has been successfully added, it will be removed from the details.
Using the Controls
File Name: When using an Import Type that requires a file, you can use the Browse button to select the file and then press the Load From File button to load the data into the lower half of the screen.
Import Type: The type of data you plan on importing. Options currently include:
- GL Accounts - Create GL Accounts for you New Company. Copy is available.
- Customers - Create Customers for you New Company. Copy is available.
- Vendors - Create Vendors for you New Company. Copy is available.
- Items - Copy Items into your New Company. Import Template not yet available.
- Vouchers - Create Vouchers for you New Company. Copy is not available.
- Open Orders - Copy/Pull over Open Orders from one company into your New Company.
- Open POs - Copy/Pull over Open Purchase Orders from one company into your New Company.
- Open Projects - Copy/Pull over Open Projects from one company into your New Company.
Process Type: This list item is used to select the method in which you want to flag your records for processing. There are 3 options:
- Marked Only - This method will only process the records you have flagged.
- Unmarked Only - This method will only the process the records you do not have flagged.
- Single Record - This method will attempt to immediately process the records as you check the box next to them.
Copy Company: If you plan to copy the data from another company, this field is where you tell the system which company to copy from. Be sure to leave blank if you plan to not copy any information.
Default Template: When working in the Customer or Vendor Import, having Customer and Vendor Templates setup is mandatory. When you load your data into the screen, this field will be used to populate the records that do not specify a template. There is an Edit Template button below the field which will take you to the standard template entry/edit screens so you may make changes on the fly.
Pull Data: This button is not available for all Import Types and it requires that a Copy Company be selected.
Max Days Old: This field is used to isolate the details when using the different Pull Open... Import Types as well as Importing Items. If you are trying to pull Open Orders from another Company and you enter a 30 into this field, then it will only show you Open Orders that are no older than 30 days. The default for this field is 60.
Using the Various Import Types
GL Accounts
When first generating your GL Accounts you are given two options. If you have already completed the GLR module setup, then the Defaults Tab is no longer visible.
Standard Import (Option 1)
To use this option you have to fill out the GL Account Import Template file.
When that has been completed properly, you can load the file into the screen and it will list your imported GL Accounts in the details below.
Depending on how detailed you were with the file, all of your special settings to the Account Attributes may all be set and ready to go, but this screen gives you the ability to review the accuracy of you import before finalizing it.
If there is a discrepancy with the actual setup of the GLR Module and your imported data, you may see some fields highlighted red. For example, say your Expense Category was setup to be between 5000 - 9999, but you imported a record for GL account number 3000 and marked it as an Expense Account. This will result in the Account # displaying in red. If the Category or Sub-Category does not actually exist, then those will also highlight in red respectively.
You can use the Enter Manually button to open the original General Ledger Account Maintenance screen and either enter accounts directly into the New Company one at a time, perform edits to those already loaded or make a few deletions.
If you are using the Marked or Unmarked Only process type options, then you can press the Lightening Bolt to finalize your selections and officially load them into your New Company. Single Record processing is activated by checking the box. When successful, you will notice the records will begin to disappear.
Default Import (Option 2: Company Auto-Completion)
This tab actually allows you to auto-complete the entire New Company creation process based on our recommended defaults throughout all TRX Modules.
If you have a company that has already been created, you can use the Copy Company field at the top to select it and then press the Sure, why not? button. This will copy all of the GL Accounts from the selected Copy Company and use them to pre-load all of your control and definitions screens. This option does not require that you have any GL Accounts imported in the New Company.
If you do not wish to copy from another company, then you must first import your list of GL Accounts as described in Option 1 above. Then before you can press the button to auto-complete your New Company, you must fill in all of the fields. This insures that all modules are setup properly, so be sure that you have a GL Account created for each one.
Note that the Auto-Completion requires that a Tax Authority (TA) be created. Since TAs can vary depending on where you are, the Import Wizard expects you to at least create an Exempt TA at 0%. The Exempt Tax field in this screen is meant for the Sales Tax GL Account to be used for this Exempt TA, which may very well be the same for other normal TAs you setup later. You don't actually need to create the Exempt Tax Authority, you just need to specify the GL and the Wizard will do the rest.
Customers
Once you have created a complete company, you will gain access to the Customer Import Type. This will allow you to start generating Customer Accounts for you New Company.
Standard Import (Option 1)
To use this option you will have to fill out the Customer Import Template file.
When that has been completed properly, you can load the file into the screen and it will list your imported Customers in the details below.
On the left-hand side you will see a record for each customer. A successful import for a customer must have a Contact #1. You will see this contact and all others listed on the right. It is a multi-record window that shows only the contacts for the customer selected on the left-hand side. The default Bill/Ship should load in matching your file, but it can be edited here. The only other editable field is the Customer Template. If you wish to make other adjustments, currently you must reload your file*.
A Customer Template is required. If you did not provide one in the file and have left the template blank in the details, then a Default Template must be selected in order to continue. The process can fail if a template does not have all of the required fields assigned.
You may notice that the Tax Authority column is highlighted red for some records. If this is the case, then that Tax Authority does not exist in the New Company and we recommend you create it first. Once done, a refresh of the screen will clear out the red indicator.
If you are using the Marked or Unmarked Only process type options, then you can press the Lightening Bolt to finalize your selections and officially load them into your New Company. Single Record processing is activated by checking the box. When successful, you will notice the records will begin to disappear.
Copy Company Import (Option 2)
If you press the Pull Data button at the bottom of the screen, it will clear your work in progress and load in all records from the selected Copy Company that don't already exist in your New Company.
When using this method, a Customer Template or a Default Template is not required. If you do provide any templates, then only if that template is missing critical information, or is not provided, will it then default to any values from the Copy Company to fill in the blanks.
Vendors
Once you have created a complete company, you will gain access to the Vendor Import Type. This will allow you to start generating Vendor Accounts for you New Company.
Standard Import (Option 1)
To use this option you have to fill out the Vendor Import Template file.
When that has been completed properly, you can load the file into the screen and it will list your imported Vendors in the details below.
On the left-hand side you will see a record for each vendor. A successful import for a vendor must have a Contact #1. You will see this contact and all others listed on the right. It is a multi-record window that shows only the contacts for the vendor selected on the left-hand side. The default Primary/Pay To should load in matching your file, but it can be edited here. The only other editable fields are Comments and the Vendor Template. If you wish to make other adjustments, currently you must reload your file*.
A Vendor Template is required. If you did not provide one in the file and have left the template blank in the details, then a Default Template must be selected in order to continue. The process can fail if a template does not have all of the required fields assigned.
You may notice that the AQ MFG column is highlighted red for some records. If this is the case, then that Manufacturer does not exist in the New Company and we recommend you create it first. Once done, a refresh of the screen will clear out the red indicator. The AQ MFG column, if populated, will allow us to auto-populate your AQ Cross-Reference Table. The AQ MFG is a TRX Manufacturer number and it should match perfectly to your AQ Vendor Numbers.
If you are using the Marked or Unmarked Only process type options, then you can press the Lightening Bolt to finalize your selections and officially load them into your New Company. Single Record processing is activated by checking the box. When successful, you will notice the records will begin to disappear.
Copy Company Import (Option 2)
If you press the Pull Data button at the bottom of the screen, it will clear your work in progress and load in all records from the selected Copy Company that don't already exist in your New Company.
When using this method, a Vendor Template or a Default Template is not required. If you do provide any templates, then only if that template is missing critical information, or is not provided, will it then default to any values from the Copy Company to fill in the blanks.
Items
Standard Import (Option 1)
To use this option you have to fill out the Item Import Template file.
When that has been completed properly, you can load the file into the screen and it will list your imported Items in the details below.
On the left-hand side you will see a record for each item. A successful import for an item must have all fields in the file populated except for Manufacturer and Part Number. No fields are editable post-import. If you wish to make adjustments, currently you must reload your file*.
If you are using the Marked or Unmarked Only process type options, then you can press the Lightening Bolt to finalize your selections and officially load them into your New Company. Single Record processing is activated by checking the box. When successful, you will notice the records will begin to disappear.
Copy Company Import (Option 2)
This option allows you to copy items over from other companies.
Use the Items from Open list option to isolate your items to only those that exists on an Open Sales Order, Purchase Order or Project. This field can be left blank to grab everything.
The Max Days Old field can be used in conjunction with the Items from Open selection to further isolate your items to only Sales Orders or POs that are no older than the number of days specified. Projects are not effected by this option as any Open Project Items are considered important to carry over.
Even more controls are at your dispense at the very bottom of the screen where you can restrict your items to those that are In Stock (actually On hand).
On the right you will see a multi-record window that displays some extra details for the item selected on the left-hand side. It will list its various UOMs, Warehouse records and any Vendors. This data only populates when using option 2 as it is the details for the item within the company you are pulling from.
You may notice that the Category, Class, MFG, Warehouse or Vendor for an item is highlighted red. This means that the respective field does not exist yet in your New Company and we recommend you create it first. Once done, a refresh of the screen will clear out the red indicator.
If you are using the Marked or Unmarked Only process type options, then you can press the Lightening Bolt to finalize your selections and officially load them into your New Company. Single Record processing is activated by checking the box. When successful, you will notice the records will begin to disappear.
Details on other types coming soon...
*Know that the Import Wizard is smart enough to not import a record twice. It will successfully update any matching records with changes certain fields, such as Names and Address Info. However, do refrain from altering the contact numbers. If you find you need to clear and start over, just double-click the Company Name in the top right corner of the screen. This will clear the details in the lower section, but will not revert any records officially processed and loaded into the New Company.