Vendor Import Guide - Revision history

Freddy at 15:56, 10 June 2019

2019-06-10T15:56:02Z

Freddy: /* Vendor Import Reconciliation */

2019-05-01T14:54:03Z

‎Vendor Import Reconciliation

Freddy at 16:27, 28 January 2019

2019-01-28T16:27:30Z

Freddy at 19:44, 10 January 2019

2019-01-10T19:44:40Z

Freddy at 15:39, 24 October 2018

2018-10-24T15:39:57Z

Freddy at 15:30, 24 October 2018

2018-10-24T15:30:53Z

Freddy at 14:11, 24 October 2018

2018-10-24T14:11:24Z

Freddy at 16:16, 22 October 2018

2018-10-22T16:16:05Z

Freddy at 19:29, 16 October 2018

2018-10-16T19:29:52Z

Freddy at 15:24, 16 October 2018

2018-10-16T15:24:15Z

@@ Line 190: / Line 190: @@
 '''f62 - Title4''' - Job title for Contact4 in file.
-'''f63 - Type1099''' - Updates the 1099 Type in the RemitTo record.  Defines the vendor as a 1099 vendor for tracking payments.  The entry must match a valid code from the 1099 Types (TYPE1099) rule.  This value will not import if the APMULTI1099 setup option is enabled, which should be rare.
+'''f63 - Type1099''' - Updates the 1099 Type in the RemitTo record.  Defines the vendor as a 1099 vendor for tracking payments.  The entry must match a valid 1099 type name (not the code) from the 1099 Types (TYPE1099) rule.  This value will not import if the APMULTI1099 setup option is enabled, which should be rare.
 '''f64 - Vendno''' - Vendor Number (Organization ID), Leave blank to auto-assign vendor numbers.  If you are attempting to update existing organization records, make sure the 'Match Existing Orgs' option is checked - otherwise the import process will create new organizations for any existing, matched vendnos.

@@ Line 213: / Line 213: @@
 Reconciling imported data should begin with spot-checking several records field-by-field for complete data import.  Pick records from the source file that have the most data columns filled in.  Verify that all source file data fields imported correctly and display as expected.
-Verify that all Salesperson (SP) values imported correctly.  Misspelled names will not import.
+Verify that all Buyer values imported correctly.  Misspelled names will not import.
 Verify that all rule-based fields import and display correctly:
@@ Line 226: / Line 226: @@
 If you imported 1099 amounts, run the AP 1099 Report as a 'List Report' and verify that the expected vendors show with the correct amounts from the source file.
 Verify that you can add a purchase order and an AP Invoice with the new vendor records.
 ==Vendor Import Additional Steps==

@@ Line 55: / Line 55: @@
 '''Map Fields:''' Fields must be mapped prior to importing. If no changes have been made to the column headings, the mapping screen should show all green, and you can click OK to continue. If any of the Input Field Name columns on the left are red, single-click on the line on the left column, and then double-click the desired mapped field in the right column to complete the mapping.  Repeat for any red lines on the left that should be mapped.  If there are additional columns in the source file that should NOT be mapped, they can be left unmapped (displayed in red). Mandatory fields will require that they be mapped before clicking OK.
-'''Try To Match Existing Orgs:''' Check this box to turn on additional logic that looks through your existing organizations in Adjutant and tries to match each record in the spreadsheet with one in Adjutant. If the import program finds a match, it will update that organizations's information with the info in the spreadsheet. The program matches on vendno, then the first 5 characters of company name and the first 5 characters of address1, then city.
+'''Try To Match Existing Orgs:''' Check this box to turn on additional logic that looks through your existing organizations in Adjutant and tries to match each record in the spreadsheet with one in Adjutant. If the import program finds a match, it will update that organizations's information with the info in the spreadsheet. The program matches on vendno, then the first 5 characters of company name and the first 5 characters of address1, then city.  This feature can be used to update organization information other than the company name and address details, which will not be changed.
 This box should be checked if you are attempting to update existing organizations with an import file that has vendnos entered.  If this box is unchecked, and the import file contains vendnos that already exist, the import process will create new organizations for the duplicates using the default org numbering logic.

@@ Line 1: / Line 1: @@
-==General Import Template File Notes==
+==General Data Import Notes==
-*Template files are typically generated from their respective Import screen using an 'Export Template' button.
+Refer to the [[Data Import General Information]] page for information and guidance on general import timeline, formatting import templates, as well as how to ensure you are using the most current template information for data imports.
@@ Line 60: / Line 49: @@
-'''File Name/Browse:''' Use the Browse button to locate and select the completed vendor import template file (in XLS format)
+'''File Name/Browse:''' Use the Browse button to locate and select the completed Vendor Import template file (in XLS format)
 '''Export Template:''' Generates a blank Vendor Import template file

← Older revision		Revision as of 15:39, 24 October 2018
Line 263:		Line 263:

	[[Category: Address Book]]		[[Category: Address Book]]
−	~~[[Category: Conversion Guides]]~~
	[[Category: Import Guides]]		[[Category: Import Guides]]

← Older revision		Revision as of 15:30, 24 October 2018
Line 264:		Line 264:
	[[Category: Address Book]]		[[Category: Address Book]]
	[[Category: Conversion Guides]]		[[Category: Conversion Guides]]
		+	[[Category: Import Guides]]

@@ Line 3: / Line 3: @@
 *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.
+*Using the 'Export Template' button from an updated system will help ensure that you are using 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 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 field 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 (if present) is labelled either with the same values from row 2, or with more detailed field descriptions.  The third row 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.
-*It is a good idea to perform a Mapping Table Import using a current source list before beginning on any imports.  Without a current mapping table, the quality of imports can be compromised.
+*It is a good idea to perform a Mapping Table Import using a current source list before beginning on any imports.  Without a current mapping table, the quality of imports can be compromised. The Mapping Table Import only needs to be run once on a newly set up Adjutant system.  It does not need to be run before each import.
-**Export a current list from a good source (such as ABIS)
+**Export a current list from the Mapping Table Import screen from an updated system (or contact your Implementation Consultant for an updated file).
-**Perform a Mapping Table Import on the target system with the XLS file from the step above
+**Perform a Mapping Table Import on the target system with the XLS file from the step above.

← Older revision		Revision as of 16:16, 22 October 2018
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−	'''File Name/Browse:''' Use the Browse button to locate and select the completed ~~customer~~ import template file (in XLS format)	+	'''File Name/Browse:''' Use the Browse button to locate and select the completed vendor import template file (in XLS format)

	'''Export Template:''' Generates a blank Vendor Import template file		'''Export Template:''' Generates a blank Vendor Import template file

← Older revision		Revision as of 19:29, 16 October 2018
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	* Most vendors will not need to be set up as taxable, but there are situations where certain vendors will need to calculate tax. Verify any vendor tax questions with the customer before proceeding.		* Most vendors will not need to be set up as taxable, but there are situations where certain vendors will need to calculate tax. Verify any vendor tax questions with the customer before proceeding.
		+
		+
		+	==Vendor Import Database Tables==
		+
		+	'''ENT''' - Each imported organization is assigned a unique ENTID value. This is the keyno. The ENTID value is used to link to other attribute records. However, the ENTID value may be labeled as CUSTID or VENDID in other tables.
		+
		+	'''REMITTO''' - All of the RemitTo attributes are stored in this table. Vendors marked as RemitTo records will have a KEYNO created and linked to the VENDID (which is the ENTID from the ENT table)
		+
		+	'''SOLDFROM''' - All of the SoldFrom attributes are stored in this table. Vendors marked as SoldFrom records will have a KEYNO created and linked to the VENDID (which is the ENTID from the ENT table)
		+
		+	'''PCXREF''' - Each attribute record will also create an entry in this table. The PTABLE value for all of these should be ENT, and the TYPE value should match the attribute name from Text1 of the associated attribute rule. The PARENTID and CHILDID values will correspond to ENTIDs from the ENT table.
		+
		+	'''VCONTACT''' - Any contact records added with the Vendor Import will create a CONTID record linked to the CUSTID (which is the ENTID from the ENT table)

@@ Line 219: / Line 219: @@
-==Customer Import Reconciliation==
+==Vendor Import Reconciliation==
 Reconciling imported data should begin with spot-checking several records field-by-field for complete data import.  Pick records from the source file that have the most data columns filled in.  Verify that all source file data fields imported correctly and display as expected.
@@ Line 228: / Line 228: @@
 *Terms
-*CustCat
+*1099 Type
-*CommentCode
+*Order Note
 *ShipVia
-Verify that all records have the expected attributes assigned and that the attribute screens load as expected.
+Verify that all records have the expected attributes assigned and that the attribute screens load as expected with attribute-specific data filled out.
-Once all data has been imported and reconciled, there are two steps that must be completed to complete the customer record setups.
+==Vendor Import Additional Steps==
 * Run the Update Blank County Records (UPDATECOUNTY) process to fill in the Organization County fields from the latest county tax table data.  The [http://www.abiscorp.com/faq/index.php?title=Sales_Tax_and_Zip_Code_Setup_Guide Sales Tax Update] process should be completed before this step.
-* Run the Update Blank Ship To Tax Tables (UPDATESHIPTOTAX) process to fill in Ship To Tax Tables from the latest tax table data.
+* Most vendors will not need to be set up as taxable, but there are situations where certain vendors will need to calculate tax.  Verify any vendor tax questions with the customer before proceeding.