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Imports

The import data feature allows you to import different data such as contacts, products, invoices etc., using csv templates. Each template is specific to the import routine selected and contain mandatory columns which must be populated to ensure the data can be imported correctly. Select the required selection below for details on how to import data.
 

Accessing the Import Data Section

To access the import data section, complete the following steps.

  1. Login
  2. Click Settings
  3. The Settings page appears.
  4. Under the DATA heading, click Imports.
  5. The Data Import page appears. Now select the appropriate data import option.

Contacts - Customer/Supplier/Prospects/Business & Personal Contacts

  1. Click Contacts - Customer/Supplier/Prospects/Business & Personal Contacts.
  2. On the Data Import page, click Next.
  3. The Data Import page appears. You can do either of the following actions:
    • Upload the template comprising the contacts' details
    • Download the template by clicking Template; enter the contact details in the template and then upload the template.
  4. To import, click Import.
  5. The import task will be placed in the queue and the queueing details will be displayed as an alert message. 
  6. Once the task is in the queue, an alert notification will be visible above the application logo at the top left corner. Click on the alert notification.
  7. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.
In the CSV file you need to import, the mandatory fields are Code, Contact Type, Forename and 
Surname.

Product List

  1. Click Product List
  2. On the Data Import page, click Next.
    • The Data Import page appears. You can do either of the following actions:
    • Upload the template comprising the product list details
  3. Download the template by clicking Template; enter the product details in the template and then upload the template.
  4. To import, click Import.
  5. The import task will be placed in the queue and the queueing details will be displayed as an alert message. 
  6. Once the task is in the queue, an alert notification will be visible above the application logo at the top left corner. Click on the alert notification.
  7. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.
In the CSV file you need to import, the mandatory fields are Code, Description, SalesPrice, 
SalesVATCODE, SalesNominalCode, PurchasePrice, PurchaseVATCODE PurchaseNominalCode 
ProductCategory.

Detailed Customer Invoices and Credit Notes

  1. Click Detailed Customer Invoices and Credit Notes.
  2. On the Data Import page, click Next.
    • The Data Import page appears. You can do either of the following actions:
    • Upload the template comprising the invoice and credit note details
  3. Download the template by clicking Template; enter the invoice and credit note details in the template and then upload the template.
  4. To import, click Import.
  5. The import task will be placed in the queue and the queueing details will be displayed as an alert message. 
  6. Once the task is in the queue, an alert notification will be visible above the application logo at the top left corner. Click on the alert notification.
  7. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.
In the CSV file you need to import, the mandatory fields are TransactionType, InvoiceNumber, 
TransDate, PONumber, Productcode, ContactCode.

Customer and Non Customer Receipts

  1. Click Customer and Non Customer Receipts.
  2. On the Data Import page, click Next.
    • The Data Import page appears. You can do either of the following actions:
    • Upload the template comprising the receipt details.
  3. Download the template by clicking Template; enter the receipt details in the template and then upload the template.
  4. To import, click Import.
  5. The import task will be placed in the queue and the queueing details will be displayed as an alert message. 
  6. Once the task is in the queue, an alert notification will be visible above the application logo at the top left corner. Click on the alert notification.
  7. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.
In the CSV file you need to import, the mandatory fields are ReceiptNumber, TransDate, Payer, 
ContactCode.

For Non-bookkeeping Clients

  1. Click Non Customer Receipts.
  2. On the Data Import page, click Next.
  3. The Data Import page appears. You can do either of the following actions:
    • Upload the template comprising the receipt details
    • Download the template by clicking Template; enter the receipt details in the template and then upload the template.
  4. To import, click Import.
  5. The import task will be placed in the queue and the queueing details will be displayed as an alert message. 
  6. Once the task is in the queue, an alert notification will be visible above the application logo at the top left corner. Click on the alert notification.
  7. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.
In the CSV file you need to import, the mandatory fields are ReceiptNumber, TransDate, Payer. 
If you enter the ContactCode in the CSV file, system will display validation error.

Summary Supplier Invoices and Credit Notes

  1. Click Summary Supplier Invoices and Credit Notes.
  2. On the Data Import page, click Next.
  3. The Data Import page appears. You can do either of the following actions:
  4. Upload the template comprising the receipt details
  5. Download the template by clicking Template; enter the invoice and credit note details in the template and then upload the template.
  6. To import, click Import.
  7. The import task will be placed in the queue and the queueing details will be displayed as an alert message. 
  8. Once the task is in the queue, an alert notification will be visible above the application logo at the top left corner. Click on the alert notification.
  9. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.
In the CSV file you need to import, the mandatory fields are TransactionType, InvoiceNumber, 
TransDate, ClientCode, VATCode.

Journals

To import Journals, complete the following steps.

  1. On the Data Import page,
  2. Click Journals and click Next.
  3. The Data Import > Journals page appears. If you have already downloaded the template, enter the details as per the table below. Else, click Template to download the template and enter the details. The template name is JournalFormat.csv. 
FIELD DESCRIPTION
Date* Journal date.
Ref Uniqueue journal reference number.
Type* Enter Journal.
Note Supporting notes.
Code* Enter nominal codes for both debit and credit entries.
Item Line Enter appropriate value.
Debit* Enter debit amount.
Credit* Enter credit amount. 
* indicates mandatory inputs.

3. On the Data Import > Journals page, click Choose File and select the template from your local disk.

4. Click Import.

5. The Journals page is displayed and an alert notification is visible above the application logo at the top left corner. Click on the alert notification. 

6. The Activities page is displayed and the latest import activity is listed at the top of the Activities list. There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.

Monthly Budget Import

  1. Click Monthly Budget Import.
  2. On the Data Import page, click Next.
  3. Upload the template comprising the budget data.
  4. The Data Import page appears. You can do either of the following actions:
    • Download the template by clicking Template; enter the budget data in the template and then upload the template.
    • Select the period
    • Select the divisions and subdivisions, if applicable, to allocate the budget to. 
      In the CSV file you need to import, the mandatory fields are Code and at least one 
      period. 
      Selecting a Period ( Current or Future) is mandatory.
  5. To import, click Import.
  6. The import task will be placed in the queue and the queueing details will be displayed as an alert message. 
  7. Once the task is in the queue, an alert notification will be visible above the application logo at the top left corner. Click on the alert notification.
  8. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.

Stock Adjustments

  1. Click Stock Adjustments.
  2. On the Data Import page, click Next.
  3. The Data Import page appears. You can do either of the following actions:
    • Upload the template comprising the stock adjustments data
    • Download the template by clicking Template; enter the stock adjustments data in the template and then upload the template. 
      In the CSV file you need to import, the mandatory fields are AdjustmentDate, 
      ProductCode, AdjustmentType, Quantity.
  4. To import, click Import.
  5. The import task will be placed in the queue and the queueing details will be displayed as an alert message. 
  6. Once the task is in the queue, an alert notification will be visible above the application logo at the top left corner. Click on the alert notification.
  7. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.

Summary Customer Invoices and Credit Notes

  1. Click Summary Customer Invoices and Credit Notes.
  2. On the Data Import page, click Next.
  3. The Data Import page appears. You can do either of the following actions:
    • Upload the template comprising the customer invoices and credit notes data
    • Download the template by clicking Template; enter the customer invoices and credit notes data in the template and then upload the template. 
      In the CSV file you need to import, the mandatory fields are TransactionType, InvoiceNumber, TransDate, ClientCode and VATCode.
  4. To import, click Import.
  5. The import task will be placed in the queue and the queueing details will be displayed as an alert message. 
  6. Once the task is in the queue, an alert notification will be visible above the application logo at the top left corner. Click on the alert notification.
  7. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.

Detailed Supplier Invoices and Credit Notes

  1. Click Detailed Supplier Invoices and Credit Notes.
  2. On the Data Import page, click Next.
  3. The Data Import page appears. You can do either of the following actions:
    • Upload the template comprising the detailed supplier invoices and credit notes data
    • Download the template by clicking Template; enter the detailed supplier invoices and credit notes data in the template and then upload the template.
  4. To import, click Import.
  5. The import task will be placed in the queue and the queueing details will be displayed as an alert message. 
  6. Once the task is in the queue, an alert notification will be visible above the application logo at the top left corner. Click on the alert notification.
  7. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.

Supplier and Non Supplier Payments

  1. Click Supplier and Non Supplier Payments.
  2. On the Data Import page, click Next.
  3. The Data Import page appears. You can do either of the following actions:
    • Upload the template comprising the Supplier and Non Supplier Payments data.
    • Download the template by clicking Template; enter the Supplier and Non Supplier Payments data in the template and then upload the template.
  4. To import, click Import.
  5. The import task will be placed in the queue and the queueing details will be displayed as an alert message. 
  6. Once the task is in the queue, an alert notification will be visible above the application logo at the top left corner. Click on the alert notification.
  7. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.

Non-Bookkeeping Client

  1. Click Non Supplier Payments.
  2. On the Data Import page, click Next.
  3. The Data Import page appears. You can do either of the following actions:
    • Upload the template comprising the Supplier and Non Supplier Payments data.
    • Download the template by clicking Template; enter the Supplier and Non Supplier Payments data in the template and then upload the template. 
      In the CSV file you need to import, the mandatory fields are ReceiptNumber, TransDate, 
      Payer. If you enter the ContactCode in the CSV file, system will display validation 
      error.
  4. To import, click Import.
  5. The import task will be placed in the queue and the queueing details will be displayed as an alert message. 
  6. Once the task is in the queue, an alert notification will be visible above the application logo at the top left corner. Click on the alert notification.
  7. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.

Single Line Journals

To import the Single Line Journals, complete the following steps.

  1. Click Single Line Journals.
  2. On the Data Import page, click Next.
  3. The Data Import page appears. You can do either of the following actions:
  4. Upload the template comprising the Single Line Journals data.
  5. Download the template by clicking Template; enter the Single Line Journals data in the template and then upload the template.
  6. To import, click Import.
  7. The Journal page is displayed and an alert notification is visible above the application logo at the top left corner. Click on the alert notification.
  8. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.

Yearly Budget Import

When you import the yearly budgetary figures, you can allocate annual budget to multiple divisions and subdivisions at one go. You can enter multiple divisions and subdivisions in the import template.

  1. Click Yearly Budget Import.
  2. On the Data Import page, click Next.
  3. The Data Import page appears. You can do either of the following actions:
    • Upload the template comprising the Yearly Budget data.
    • Download the template by clicking Template; enter the Yearly Budget data in the template and then upload the template. Note that you can enter multiple nominal codes and allocate budgetary figures to multiple divisions and subdivisions in the template.
    • Select the period.
      FIELD DESCRIPTION
      Current Period The details uploaded would be for the current financial year.
      Future Period The details uploaded would be for the upcoming financial year. 
      In the CSV file you need to import, the mandatory fields are Code and YTD.
      Selecting a Period ( Current or Future) is mandatory.
  4. To import, click Import.
  5. The import task will be placed in the queue and the queueing details will be displayed as an alert message. 
  6. Once the task is in the queue, an alert notification will be visible above the application logo at the top left corner. Click on the alert notification.
  7. The Activities page is displayed and the latest import activity is listed at the top of the Activities list.
    There will be three statuses for the activity. When the import activity is in queue, that status will be displayed as Not Started. Once the import begins, the status will be changed to In Progress. Finally, when the import is successful, the status will be updated to Completed. The Activities page will display the listed activities based on the practice and the user.

You can download the template and enter multiple budgetary figures for multiple divisions and subdivisions.