Import

To access this feature, go to Operations > General Ledger > Import

Importing allows you to take data from an external file and import it into MIP; an alternative to entering data manually in MIP. Use this form to select the definition file (.DEF) and associated data files - fixed width or comma separated variable (.TXT or .CSV) to be imported to the system. Definition files map to data files to be imported, while data files contain the actual data being imported.

 

What kind of data can be imported?

Set up items - chart of account codes, distribution codes, vendor information, customer information.

Historical transactions or beginning balances - typically imported during the implementation of MIP.

Transactions - journal vouchers, cash disbursements, cash receipts, AP invoices, budget transactions, payroll transactions.

 

What files are needed to import data?

1. Data File (.CSV or .TXT) - contains all of the data that you want to import into MIP. It will vary depending on which information you are importing. For example, you’ll have different columns for importing transactions vs. maintenance items.

2. Definition File (.DEF) - a translator or "map" that tells MIP how to read the data file and where to put the information into MIP. This file can originate from a 3rd party application or MIP itself.

Note: Our MIP Client Services Team can help build your definition file and provide training on using the import files. Please contact your Customer Account Manager for information on how to receive training.

 

 

Follow the steps below to import data:

Once your data and definition files are properly developed, follow the steps below to import your data into MIP:

  1. Step 1: Import your DEF File

    • Under Import DEF File, click on Select File.

    • Browse to the location where your definition file is saved.

    • Select the definition file to import.

  2. Step 2: Import your Data File

    • Under Import CSV Files, click on Select File.

    • Browse to the location where your definition file is saved.

    • Select the data file to import.

  3. Step 3: Upload your data

    • Select Upload at the bottom of the page to start the import process.

    • If your data imports successfully, a notification displays.

    • Verify the information by opening the appropriate form to be certain all fields imported correctly.

 

If there were errors in the import file(s), the Import Error Log is available to view or download. For each file that has errors, there will be one Error File saved for each Data Type listed in the Import Error Log.

Note: Files are imported locally through a mapped drive using the \\TS Client\<drive letter> directory structure. For specific instructions on how to import a file, see article 4136 in the Knowledgebase. See MIP Fund Accounting Nonprofit Online help topic in MIP Fund Accounting.

Troubleshooting

  • 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 help topic in MIP Fund Accounting.

To modify one of the master *.DEF or sample *.DEF files provided, copy the file before making modifications. It is very important to rename the files because all files are replaced during an upgrade of the system!