How to create an Import Definition

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This article contains the steps to create an Import Definition.


1. Openthe Table Import window by selecting Tool - Integrate - Table Import. Entera descriptive name for this definition in the Definition ID field, and then enter a short description in the Description field. If you want to edit an existing definition, click the Definition ID lookup button. In the lookup window you will see alistingof all the definitions you have created in Great Plains, regardless of the company you are currently using. When you select an existing definition from the lookup window, the remaining lines in the window will be populated automatically, displaying all the information about the definition.

2. Selecteither the comma or tab formatted source file type from Source File Format list.

3. Click thelookup button next to the Source File field to locate the source file. Select the comma or tab delimited import file you want to use in the Select Import File window, and then clickOpen.

4. Click the lookup button next to the Destination Table field to select the Great Plains table to that youwant to import. When the Choose A Table window appears, select Great Plains from the Product list, and then select the series to which the destination table belongs. The tables in the series will appearin the Table List. Clickthe appropriate table, and then clickOK.

5. Map the import fields. In the Field Name column, clickthe Great Plains field you want to map to, and then click the Source lookup button to display the Import Data Lookup window. This window will show the fields for the first record in the import file. To link an import field to a Great Plains field, clickthe field in the Data column, and thenclick Select. Continue linking fields until all the fields you want to add to the table are linked.

Note How you link the first record to the Great Plains table will determine how the remaining records will be imported.

If you do not want to import a field in the import file, do not link it in the import definition. If you want to import a single field from the import file to more than one field in the Great Plains table, you can do so bylinking the import field to all appropriate Great Plains fields.

If you have to delete a link from a field in the import file to a field in the destination table, click the field in the list of fields, and then click Remove.

6. Add any requiredconstant values. If you have to add data to fields in the Great Plains destination table that are not already in your import file, you may enter a constant in that field. To do this enter a value in the Constant field, select the appropriate field from the list of fields, and then clickAddto insert the constant.

7. Import the file.ClickImportto start the import process. If you do not want to import data right now, click Save to save the definition for later use.

Once you selectto import your data, the Import Status window will appear that showsthe progress of your import. Whenthe import is complete, an Import Status will notify you of how many records were imported and how many records were rejected. Click Details for information abouthow to view the rejected records.

You can open the .RJT file with any text editor and view the information about the records that were not imported. The .RJT file will be created in the same folder as the source file. This text file will show which lines in your ASCII text file were rejected. Typically, the records are rejected because they area duplicate of another record that is already in the table. You can verify this by looking at the field values for the keys that are marked unique.

8. Repeat steps 4 - 7 to selectother tables in the particulartable group. Typically, two or more tables are used to make up a table group. Table groups are used to store tables that contain related data. The tables that make up a table groupmust be updated together if data is shared between the tables. These tablesare designed to work together and must always contain shared and related, or synchronous data for each record you import. Review all tables belong toa table group to makesure synchronous data appears for records you are importing.

For example, the General Ledger Transaction Work table group is made up of three tables: Transaction Work, Transaction Amounts Work and Transaction Clearing Amounts Work. General information about each transaction, such as the audit trail code and date, is stored in the Transaction Work table, and transaction amounts are stored in the Transaction Amounts Work or Transaction Clearing Amounts Work table, depending upon whether you have entered a standard transaction or a clearing transaction. Therefore, to correctlyimport a GL transaction, data must be imported into more than just the Transaction Work table.

9. After you import records, check the validity of the imported data. You can do this by running Check Links and theReconcile procedures. Use the check links and reconcile processes on the tables to which data has been imported. The check links is accessed by selecting File - Maintenance - Check Links. The reconcile process is selected by selecting Utilities - Financial - Reconcile.

Additionally, you canverify the validity of the imported data by printing reports for the Great Plains table to which you imported. For example, if you are importing transactions into a batch, print the edit list for that batch to see if the transactions appear correctly. You canview the transactions in the Great Plains system to see if they appear as manually entered ordinary transactions. Finally, test the posting of the transaction. When you dothis, make surethat the transactionnot only posts without errors, but also make sure that all inquiry windows and summary tables are updated correctly.

This article was TechKnowledge Document ID:26274

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