Data Import
Rules:
 None of the following characters are allowed in any field: , / \ # ( ) –
 Best not to have any blank addresses, create dates, or phone numbers.
 Must be in csv file in order to import.
1. Review data templates to see what information is needed from your old system. The recommended
import order is: Customer, Vendor, Item, Item-warehouse, AP-Open, AR-Open.
2. Pull data from your old system into excel. Edit fields as you see necessary when in excel format.
Then save file as a .csv file. Only edit excel format, then resave as a .csv file.
3. Go to System Utilities > 9 Conversion Programs > 2 Data Import Program.
4. Select the .csv file you would like to import in the Data File box. Next, select the type of file you are
importing (customer, vendor, item, etc.).
5. Select Insert, Delete Existing Records, or Update Existing. Then select Duplicate Records or
Continue. After you select Import, the total number of records should display. You may get mapping
errors at this point. You have to go into the master excel sheet, make the changes, save again as a
.csv file, and try importing again.
 Insert-Importing your data for the first time.
 Delete Existing Records-erases all data in the area and loads all of your new data.
 Update Existing-if you want to update fields of large quantity.
 Duplicate Records-loads duplicate records that are in your excel sheet (not recommended)
 Continue-overrides some errors and allows you to load invalid records. (recommended)
6. The Column Mapping Detail is where all the possible fields are listed. Here is where you can also
see the Data Color Chart.
7. Finally, select F8-OK. A pop-up will then display the error file name. You can usually find this in
the location where you pulled the file from, your desktop, or in your documents. It is suggested
that you write down the file name. Following the error pop-up, a second pop-up will display the
number of records loaded/updated.
8. If you have any questions, please contact Jana Smith at 847-426-6000 ext. 109 or by email at
[email protected].