Introduction

The Data Importer lets you populate predefined Excel templates and import them into AccountsIQ. It can clear data or import or add to existing system data. The Import Templates are available in Office 97-2003 and Office 2007 formats. 

  The Data Importer can import: 

• Static information such as Chart of Accounts, VAT (Tax) Codes, and BI Codes.
• Existing Supplier (Vendor) or Customer records for company setup, including codes, names, addresses, contacts, and bank details. 
• Transactional information such as invoices or payroll journals.

The Data importer lets you import customers. You can choose from two different options:

• Import Customer Accounts: This completely replaces the existing customers, deleting all existing data, including associated transactions.
• Add to Customer Accounts: This adds additional customers to the existing records, keeping all data or adding additional contacts to existing customers.

Guidelines for successful importing 

Check database setup

Before importing data, ensure that the client database has been created correctly using the company setup wizard and that the correct currencies, financial year, and client locale were selected. Verify this in the main system in advance of importing data.

Use separate templates for each company.

You must download the Import Templates from each company individually. We do not recommend importing data using a template from a different company as this company may have a different setup. 

Use newly downloaded templates each time

Use a newly downloaded template each time as it will contain any changes made in the system, for example, updates to the General Ledger codes, Supplier defaults, or Customer information. Make sure you download the Import Templates from the correct database.

See: 

BI Code Importer‍ 

Bank Accounts Importer‍ 

Chart of Accounts Data Importer‍ 
Supplier Data Importer‍ 

Items Data Importer ‍ 

Trial Balance and Banks Importer‍ 

Opening Financial Position Importer‍ 

Transactions Data Importer‍ 

Preparing Templates

When completing a worksheet, always read the instructions provided.

1. Go to Setup > Data Importer > Start > Customers.
   
    
2. Click Next for either:
   • Import Customer Accounts: This completely replaces the existing customers, deleting all existing data.
   • Add to Customer Accounts: This adds additional customers to the existing records, keeping all data or adding additional contacts to existing customers 

3. Click the relevant download link and save the file as a Microsoft Excel Macro-enabled file (.xlsm format).    
   
    

4. Open the file. If Macros are not enabled, click Enable Content.
     
      
5. Fill in the required template, following the Guidelines for Data Entry (see below):
   • Import Customer Accounts: Make sure you complete all worksheets in the template, as using this will completely remove all existing data, including system accounts and defaults.
   • Add Customer Accounts:  Add all the accounts needed, ensuring that you populate all mandatory fields. If any accounts already have any of the additional fields associated with them, these fields will appear as columns in the Customers worksheet.
     
     Both templates contain the same worksheets. For details on each worksheet, see the relevant Customer template section in this article:
     • Customers: Mandatory fields are marked with an asterisk (*) on the column header. Leave other fields blank to use the customer default or populate with required data.
     • Contacts: Use this to import contacts to new or existing customers.
     • Additional Fields: All other field headings are listed in the Additional Fields worksheet. Copy and paste any fields that you want to import to the Customers worksheet.
6. Save the file.

Guidelines for Data Entry

Follow these guidelines before you import the data. The data must be prepared appropriately before attempting to import.

General:

• The import tool cannot accept data prepared from any other workbook format. It must be downloaded from the Setup > Data Importer. 
• Download the template from the entity that you want to import data into.
• Complete each field according to any requirements provided in the worksheet.
• Do not change column headings or worksheet names. 
• Do not delete any columns in the existing worksheets.
• Do not leave any mandatory columns or rows blank.
• Where there are dropdowns, always select an option.  

Formatting non-numerical data: 

• Do not use special characters (e.g., apostrophes, ampersands, accents, etc.).
• Save non-numerical data according to the requirements example, for example, save dates using the date format.
• Ensure that dates are valid.

Formatting numerical data: 

• Use the ‘Paste Values’ option when pasting data into the template. This will eliminate any formulas used to calculate those values.
• For negative financial figures, use a minus sign.
• Values must be two decimals. Round the values to two decimals before pasting them into the template (use the =ROUND () Excel formula).
• Ensure that there are no totals added to the bottom of any worksheet.
• Ensure that the financial information is accurate.   

Customers Template 

Fields marked with an asterisk (*) on the column header are mandatory.

Contacts Template

Account Code and Contact Name are mandatory. 

Additional Fields Template

All other field headings are listed on the Additional Fields Tab, copy, and paste any fields that you want to import to the customer tab.

Import Templates

Step One: Import the Data File

1. Go to Setup > Data Importer > Start > Customers.
2. Click Next for the relevant option.
   
    
     
3. Click Browse to find your saved template.
4. Click Import.
     

Step Two: Validation

The import file will be validated.

1. If there are any errors, an error message will appear, along with an error file. Download this file. It includes a new sheet, Import Errors, and a copy of the import file. This shows a summary of all errors found during validation, together with a link to the fields causing the error and the actual error message. 
2. Click on each link to see details of the error, cells causing the error will be highlighted in red with a note showing further details (hover over the highlighted cell to see the detailed message).
3. Correct all errors and re-import the file as described in step two above. You can make corrections directly in the error file.

Step Three: Check the Imported Data in the system.

You will receive a confirmation message if the import is successful. Close the importer and check the imported data in the system. Customers can be updated if needed in the system, they can also be deleted if there are no transactions saved against them.

FAQs

I can't see the notes in the error file.

You can control the appearance of notes in Excel:

1. Go to File > Options > Advanced.
2. Scroll down to the display settings. We recommend you select the Indicators only, and comments and notes on hover option. This lets you see detailed notes on errors when you hover over highlighted cells.