Customer Import Guide

General Import Template File Notes

• Template files are typically generated from their respective Import screen using an 'Export Template' button.
• Using the 'Export Template' button from an updated system will help ensure that you provide the customer with the most up-to-date import file, and will help avoid errors.
• Templates generally (but not in all cases) contain 3 rows of header information.
  • The first row is generally labelled with f1 through f## and is used to give a consistent column id to each data column. Do not remove this row unless instructed.
  • The second row is labelled with the column data/field name. The values in this row are used for the file mapping screen. Editing these values is generally not needed and may make the mapping process difficult.
  • The third row is labelled with the same values from row 2, an is available to create a customer-friendly name for the associated data column.
    • The third row should be removed from the source file prior to importing. It will cause errors since it will be treated as the first import record on the file.
• Import files MUST always be saved as 'Microsoft Excel 5.0/95 Workbook (*.xls)' format until further notice. The import screens will generate errors if the file type is not correct.

Customer Import Notes

Timing and Preparation

The Customer Import should occur after all Address Book setup items have been completed, and after the General Ledger Chart of Accounts has been imported. The Address Book Setup Guide covers all of the Rule Maintenance records that should be completed prior to importing customer records.

Salespersons and Account Managers should be established in the Contacts screen by assigning the appropriate attributes prior to importing customer records.

The Customer Import should be one of the earliest imports to complete since you need customer records in order to test many of the core applications.

Discuss how customer numbers will be assigned with the customer. If the customer wishes to keep the existing numbers, make sure the import file has the Custno column filled out. Customer numbers can be automatically be generated during the import process if the Custno column is empty. If the customer wants to maintain some numbers, and allow Adjutant to generate the rest, confirm exactly which records should keep their numbers and which ones should have new numbers generated.

Discuss the timing of the Customer import live file with the customer. Depending on the timing of the implementation, customers may choose to clean up their legacy system data and provide an updated customer import file prior to go-live, or they may choose to import an early file and then maintain their customer file in Adjutant through parallel testing and go-live. There are also possibilities for performing a difference conversion prior to go-live where only new customer records (not previously imported) from the legacy system are imported. Make sure that the plan is discussed and agreed to prior to finalizing the customer import.

General Notes

The customer import process can attach all of the required customer attributes and complete many of the data fields in each attribute screen. If additional attributes need to be assigned during import, the attribute must be flagged to display on the Import screen in the ATT_ENT rule.