File Structure

Use the File>Import form in the MIP Fund Accounting system to import data generated by other software programs, by our system, and by user created entries.

When the system was installed, it automatically created the following file structure.

The Import directory contains the following folders:

• 3RD PARTY SAMPLES contains folders with *.DEF and data files for fixed assets, fund raising, payroll, school administration, utility billing, and others. These files include sample *.CSV, *.DEF, and *.TXT that can be used as a guide, when importing data from other software. Note that these sample *.DEF files do not contain a predefined error exception file name.
• CSV MC Samples contains sample *.DEF and *.CSV files specific to the Multicurrency module. These files can be viewed to get an idea of how to set up these files when using this module. Note that these sample *.DEF files do not contain a predefined error exception file name.
• CSV SAMPLES contains sample *.DEF and *.CSV files. These files can be viewed to get an idea of how to set up your own files. Note that these sample *.DEF files do not contain a predefined error exception file name.
• FIXED WIDTH SAMPLES contains sample *.DEF and *.TXT files. It is a good idea to view these files before importing data into the system. Note that these sample *.DEF files do not contain a predefined error exception file name.
• MASTER DEF FILES has *.DEF files for each import type. Save these files as another name, and then alter those for your own data. These files contain all possible fields that can be imported into the system. Also, each one contains a predefined error exception file name.
• PT CONVERSION contains *.DEF and data files to help you import Peachtree data into the MIP Fund Accounting system. Note that these sample *.DEF files do not contain a predefined error exception file name.

All definition and data files can be imported into the NTO organization, which is available for download. They are provided to illustrate how a variety of data can be imported. Use the master definition files as a basis to create or adapt a definition file to use with your Chart of Account structure.

Note: Make a copy of one of the master or sample *.DEF files, and then customize the new file for your organization. You can also modify or add a predefined error exception file name, if desired.

During the import process, if one row in your file contains an error, the import will not fail; instead the system will create an error exception file (.CSV or .TXT). Prior to the import error log displaying, the error exception form opens. You can accept the default name or enter a unique one for the exception file and where it will be saved. After correcting the errors, you can import this file. For more information about using the error exception file, see Error Exception File.