Lesson 2: Importing Master Records

In this lesson, you will learn how to import master records into Acumatica ERP by using predefined import scenarios. You will perform the following tasks:

Importing vendor records
Importing customer records
Importing non-stock items

Migration of Master Records: General Information

You import master records from the old system with their IDs that were exported from the old system. For customers and vendors, you can then enable auto-numbering so that new vendor and customer accounts will automatically get new IDs from the specified sequence.

Learning Objectives

In this lesson, you will learn how to do the following:

Prepare import scenarios and data to be uploaded
Import customers to the system
Import vendors to the system
Import non-stock items to the system
Enable auto-numeration for the master records

Applicable Scenarios

You migrate master records from a legacy system before you start to use Acumatica ERP as an ERP system.

Import of Master Records

You can review the predefined import scenarios on the Import Scenarios (SM206025) form and update them according to the needs of the company being migrated. To import master records into the system, the following predefined import scenarios are provided with the system:

The ACU Import Customers import scenario, which is used to import customer records to the Customers (AR303000) form.

               Customer locations are excluded from the data template provided for this import scenario. We
               strongly recommend that you import customer locations separately from the main customer
               data by using the ACU Import Customer Locations import scenario.

The ACU Import Vendors import scenario, which is used to import vendor records to the Vendors (AP303000) form.

               Vendor locations are excluded from the data template provided for this import scenario. We
               strongly recommend that you import vendor locations separately from the main vendor data
               by using the ACU Import Vendor Locations import scenario.

Lesson 2: Importing Master Records | 14

Auto-Numbering of the Master Records If in the previous system, the master records (vendors, customer, or inventory items) were auto-numbered, you may want to keep the original IDs from the legacy system and continue the numeration in the newly implemented system by using the established format. To keep the original identifiers, you need to disable the auto-numbering of particular types of records before the import. Aer the records are imported, you enable auto-numbering and configure the numbering sequence to start with the number that follows the last imported record identifier. For example, to enable the auto-numbering of vendor records, you perform the following general steps:

On the Numbering Sequences (CS201010) form, you create the numbering sequence for numbering of vendors (for example, VENDORNUM).
In the Summary area of the form, you make sure that the Manual Numbering check box is cleared to enable the auto-numbering of vendor records. In the only row of the table, you specify the ID of the last imported vendor in the Last Number column and save your changes.
On the Segmented Keys (CS202000) form, you select the VENDOR segmented key. You review the structure of the segmented key to make sure that the key has the needed length and edit mask. Also, you make sure that VENDORNUM is selected in the Numbering ID box.
In the only row of the table, you select the check box in the Auto Number column. As new vendor records are created, their numeration will proceed starting from the next ID according to the settings of the numbering sequence.
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       For the customer records, you perform the same sequence of steps with the CUSTOMER segmented
       key and CUSTNUM numbering sequence, respectively.
```
For more information about numbering sequences and segmented keys, see Managing Segmented Keys.

Import of Inventory Items

To simplify the process of importing stock and non-stock items, you can use item classes. Item classes are available in the system if the Inventory feature is enabled on the Enable/Disable Features (CS100000) form. In an item class, you predefine common item settings, such as the valuation method, the base unit of measure, and the posting class. You can plan item classes so that they contain the maximum possible settings for the groups of similar inventory items. You then include the item class of each item among the settings to be imported for a non-stock item or stock item. When each item is imported, the system uses the settings specified for the item class to fill in the corresponding elements on the Stock Items (IN202500) or Non-Stock Items (IN202000) form. You can then specify a small number of settings to be inserted by an import scenario for each imported item, because the rest of the settings have been automatically inserted based on the item classes.

Migration of Master Records: To Import Master Records

The following activity will walk you through the process of importing master records to Acumatica ERP.

Story

Suppose that you are an implementation consultant of the SweetLife Fruits & Jams company, and you will be performing data migration from the legacy ERP system to Acumatica ERP. You have configured the tenant, Lesson 2: Importing Master Records | 15

activated the license, and performed the basic financial configuration so that the system is ready for data migration. Now you need to import the following master records: vendors, customers, and non-stock items.

Configuration Overview

In the U100 Basic Company dataset, the following tasks have been performed for the purposes of this activity:

On the Enable/Disable Features (CS100000) form, the minimum set of financial features has been enabled.
On the Companies (CS101500) form, the SweetLife company without branches has been configured by performing the steps described in Company Without Branches: To Configure a Company Without Branches.
On multiple forms, the required financial configuration has been performed, as described in the Implementing Basic Financials chapter of the Implementation Guide.
On the Vendor Classes (AP201000) form, the DEFAULT vendor class has been created.
On the Customer Classes (AR201000) form, the DEFAULT customer class has been created.

Process Overview

On the Import by Scenario (SM206036) form, you will import vendors by using a predefined import scenario. During the import, you will correct the errors that have occurred in the data being imported. Then you will review the list of imported vendors on the Vendors (AP3030PL) list of records and make sure that all records are presented. Aer that, you will import customers by using the predefined import scenario and review the list of customers on the Customer (AR3030PL) list of records. Finally, you will import the non-stock items by using an import scenario provided with the course and review the results of the import on the Non-Stock Items (IN2020PL) list of records.

System Preparation

To prepare to perform the instructions of this activity, download the SweetLifeCustomersList.xlsx, SweetLifeVendorsList.xlsx, and SweetLifeNonStockItemsList.xlsx files, which are supplied with the course.

          For training purposes, a few errors were intentionally made in the
          SweetLifeVendorsList.xlsx file so that you can gain experience correcting data.

Step 1: Importing Vendors To import vendors into the system, do the following:

On the Import by Scenario (SM206036) form, select the ACU Import Vendors scenario.
On the More menu, click Upload File Version. The Upload New Revision dialog box opens.
In the dialog box, click Choose File, select the SweetLifeVendorsList.xlsx file and click Upload. The system uploads the file and closes the dialog box.

On the form toolbar, click Prepare to upload the data from the file.

              Before you import data into the system, you can review the uploaded data on the Prepared
              Data tab and change any value.

On the form toolbar, click Import to import the vendor records listed on the Prepared Data tab into the system. For the imported rows, the system selects the check box in the Processed column. For the rows that the system was unable to import, the Processed check box is cleared, and the system shows an exception in the Error column.
To correct errors in the prepared data in the table, do the following: Lesson 2: Importing Master Records | 16
a. In the line with the 4 line number, enter DEFAULT in the Vendor Class column (because this is the only predefined vendor class currently available in the system). Save your changes.
```
          The system will continue to display an error next to the column until you complete the next
          step of these instructions, which is to initiate error clearing.
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b. In the line numbered 14, enter CASH in the Payment Method column (because this is the payment method that should be used). Save your changes.
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          Aer correcting a value, you must click Save before running the import process. Otherwise,
          the changes to the prepared data will not be saved, and the system will attempt to import
          the old value.
```
On the table toolbar, click Clear Errors.
Save your changes.
On the form toolbar, click Import to retry the import. The system will upload the rest of the records that have not been processed yet (that is, those with the Active check box selected and the Processed check box cleared). 10.On the Vendors (AP3030PL) list of records, review the list of the uploaded vendor records. Make sure that the table footer indicates that 22 vendor records are available in the table, which means that all vendors have been imported successfully. The vendors have been imported with their IDs from the legacy system (as shown in the following screenshot).
Figure: The imported vendors Lesson 2: Importing Master Records | 17
```
              The vendors' balances have not yet been initialized in the system. The first vendor document
              that you create or import into the system for each vendor initializes the vendor balance, and
              aer that, the vendor appears on inquiries and in reports.
```

Step 2: Importing Customers To import customers into the system, do the following:

On the Import by Scenario (SM206036) form, select the ACU Import Customers scenario.
On the More menu, click Upload File Version. The Upload New Revision dialog box opens.
In the dialog box, click Choose File, select the SweetLifeCustomersList.xlsx file, and click Upload. The system uploads the file and closes the dialog box.
On the form toolbar, click Prepare to upload the data from the file.
On the form toolbar, click Import to import the customer records from the table on the Prepared Data tab into the system. The system uploads all the records. For the imported rows, on the Prepared Data tab, the system selects the check box in the Processed column.
On the Customers (AR3030PL) list of records, review the list of uploaded customer records. Make sure that the table footer indicates that 22 customer records are available in the table, which means that all customers have been imported successfully. The customer have been imported with their IDs from the legacy system (as shown in the following screenshot). Lesson 2: Importing Master Records | 18
```
   Figure: The imported customers


              The customers' balances have not yet been initialized in the system. The first customer
              document that you create or import into the system for each customer initializes the customer
              balance, and aer that, the customer appears on inquiries and in reports.
```

Step 3: Importing Non-Stock Items To import non-stock items into the system, do the following:

On the Import by Scenario (SM206036) form, select the DM Import Non-Stock Items import scenario.
On the More menu, click Upload File Version. The Upload New Revision dialog box opens.
In the dialog box, click Choose File, select the SweetLifeNonStockItemsList.xlsx file, and click Upload. The system uploads the file and closes the dialog box.
On the form toolbar, click Prepare to upload the data from the file.
On the form toolbar, click Import to import the non-stock item records from the table on the Prepared Data tab into the system. The system will upload all the records. For the imported rows, on the Prepared Data tab, the system selects the check box in the Processed column.
On the Non-Stock Items (IN2020PL) list of records, review the list of uploaded non-stock item records and make sure that all items have been imported. Make sure that the table footer shows that 29 records are Lesson 2: Importing Master Records | 19
```
available in the table, which means that all non-stock items have been imported successfully. The non-stock
items have been imported with their IDs from the legacy system (as shown in the following screenshot).


Figure: The imported non-stock items
```

You have finished importing master records. Lesson 3: Importing Financial Documents | 20