How Do I Import Data?

The following is a checklist for importing data into the system:

To Activate Module
  1. Change the Activation Code, if necessary, to provide licensing for Data Import/Export (System>Activate License).
  2. Add the Data Import/Export module, if necessary (Organization>Add a Module).
  3. Set up proper security for the Data Import/Export items (Security>Set Up Organization Menus and Set Up System Menus).
To Import Data

When you installed, the system automatically copied Master *.DEF files, Sample *.DEF files, and data files into the appropriate directories within the Import directory (MIP SHARE\IMPORT). These sample files are provided to illustrate how the *.DEF and data files work together in the Import process. It is a good idea to make a copy of the master *.DEF file that applies to your import, and then customize it to fit your needs.

Use the following steps as a guideline when importing data:

  1. Create a new definition (*.DEF) file or copy an existing one to use as a sample. Open any text editing program to create or edit a *.DEF file. For more information about choosing a *.DEF file, refer to the Data Import/Export guide.
  2. In the File statement of the *.DEF file, enter the path and filename for the data file, such as C:\MIP SHARE\IMPORT\CSV Samples\COA.CSV.
  3. In the Context ID Position statement, enter the starting position of the Context ID, and the field length of the data identifier-CONTEXTIDPOSITION,1,6, for example.
  4. Include either POSLEN or CSV in the File Type statement.
  5. If only importing transactions or sessions, the *.DEF file must contain a Transaction Line statement (such as TRANSACTION_READ,3).
  6. You may want to include one of the optional Formatting statements below:
    • Enter CLEANLINE_READ to remove non-required segment information from all lines imported, regardless of whether values were explicitly provided in the data file. Enter a value of "1" to turn activate this feature.
    • Enter DISCARDFIRSTNRECORDS to ignore rows in the data file.
    • Enter UPDATEIGNOREBLANK to ignore blank fields in the data file.
    • Enter APPLY_OFFSETS to automatically apply offsets to transactions to create a balanced entry.
    • Enter SUPPRESSWARNINGS to tell the system not to include warnings in the import log.
    • Enter SEGMENTNOTSTRING to have the system read TETRANS_SEGMENT data as if it is in CSV format.
    • Enter USEDISTCODE to have the system use both a general ledger code and a distribution code to complete the accounting transaction lines for each document line imported.
    • Enter UPDATEITEM to have the system update existing records with the data included in the data file.
    • Enter UPDATETS to have the system enter new or update existing timesheets with the data included in the data file.
  7. In the Context ID Statement, begin the context with CONTEXT and end with ENDCONTEXT. In between these two statements, enter a syntax or data text line for each item that needs to be imported.

    8. Note: For more information regarding the File, Context ID Position, File Type, Transaction Line, Formatting, and Context ID statements in the *.DEF file, refer to Sections of the *.DEF File in the Data Import/Export documentation. To see a list of all data fields available for import, see Available Data Fields.

  8. Create a data file (such as *.TXT or *.CSV) using any text-editing program. This text file should contain the data being imported.
  9. Select the File>Import form while in the system.
  10. Select the *.DEF file that was just created.
  11. An import log displays at the end of the import process if any errors were encountered. If there are errors, edit the *.DEF or data files, and then import again.