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Acumatica Import and Export of Data

Summary

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Importing data from a file outside Acumatica in to Acumatica, or exporting data from Acumatica to  a file outside Acumatica is very useful. When you implement the Acumatica ERP you will want to import data of your old application into Acumatica. This is also called migration.

When you want data of Acumatica into eg. an Excel scheet, you will export data from Acumatica into an outside file such as Excel for further calculations. 

The Acumatica features called Import Scenarios and Export Scenarios enable you to import/export all master data (prospects, business accounts, contacts, vendors, items, employees, etc, and transaction data (AP bills, AP payments, quick checks, vendor prices, AR invoices, AR Payments, contracts, cash sales,  etc).  Basically you look at a particular form or screen, and you can import into all the fields of that form/screen from an outside file. You can also export all data that is in the fields of a certain form/screen. 

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If you need to export data from several Acumatica ERP forms at once, you create a Generic Inquiry, run it, and export the GI data to an outside file. 

Importing data into the Acumatica ERP. Migration

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Importing data from a file outside Acumatica into the Acumatica database is done in the following steps:

 

  1.  Prepare import data template. Create a data provider.

    1. Basically you export eg. your Netsuite data into an Excel file where the columns of the Excel file match fields of an Acumatica form (eg the customer form). You create a data provider for that Excel sheet. That data provider will read the Excell column headings, and create a data schema in the Acumatica ERP.  Besides customer master data you can import many other master data and transactions data as seen below.

Data Providers screen shot.jpg

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  1. Map eg Excel data column headings to the Acumatica screen/form fields. Create an import scenario

    1. Then you map the column headings of the Excel sheet with the field names of Acumatica form/screen (eg the customer form/screen). You can assign values to certain field names. You can do calculations on certain field values, and store the calculated value in another field.

  2. Run your import

    1. Lastly, you can do a trial import without saving any record. This temporary storage gives you a chance to select the data rows (records) that are good. If okay, you can run the import of the selected rows into the Acumatica database.

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The video (20 mins, 2017) will show you in details the  above steps. 

The video (10 mins, 2020) will show you enhancements such as parallel processing, mass substitutions, and import/export capabilities for more screens/forms

Importing data from your old system into Acumatica is smooth. NOT a nightmare

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Several customers and Acumatica partners have imported data from old systems (eg. MS Dynamics GP) into without much pain at all. Their testimonials can be read below:

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From NexVue:

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  1. What It’s Like to Make the Move to the Acumatica Cloud

    Read more at: https://erpsoftwareblog.com/cloud/2018/04/what-its-like-to-make-the-move-to-the-acumatica-cloud/ | ERP Cloud Blog            

  2. Migrating Data into Acumatica

    Read more at: https://erpsoftwareblog.com/cloud/2018/04/migrating-data-into-acumatica/ | ERP Cloud Blog                                                        

  3. Going Live with Acumatica: Prepare to be Pleasantly Surprised

    Read more at: https://erpsoftwareblog.com/cloud/2018/06/going-live-with-acumatica-prepare-to-be-pleasantly-surprised/ | ERP Cloud Blog

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Exporting data from the Acumatica ERP into an outside file.

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Exporting data from Acumatica to a file outside Acumatica is done in the following steps:

 

  1.  Prepare export data template. Create an export scenario

    1. Basically you export your Acumatica data from a particular Acumatica form (eg. Sales Quotes) to an Excel file where the columns of the Excel file match fields of an Acumatica form (eg the sales quote form). You create a data provider for that Excel sheet. That data provider will read the Excel column headings

    2. Using the Acumatica Export Scenario tool, export the created Excel file data to its destination file

 

The video (5 mins, 2019R1) on the left will show you how items are purchased from a supplier through purchase requisition and purchase approval, how their receipt is handled, and how the item receipt data is finally transferred to a Point Of Sale system (POS) so that the POS knows that those items are available. For demo purposes, each step is demonstrated so that you might be overwhelmed with the large number of steps. However a lot of those steps can be automated. The shortage of an item in stock can create automatically a purchase requisition. Once approved, a  PO can be automatically created. Once a purchase receipt is created upon scanning received items, the transfer of receipt data to the POS can be automated.

 

The video (5 mins, 2016) on the right shows how you can export a list of customers from Acumatica to an Excel file.  

The video (13 mins, 5/2020) below shows the latest features of exporting data.

Importing data from an outside FTP file to Acumatica or Exporting Data from Acumatica to an outside FTP file 

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Using the data provider tool of Acumatica as discussed above, it is very easy to create a connection with an FTP server, HTTP or HTTPS site, or a shared folder in the LAN of your Acumatica webserver, and import files from it, or export files to it. You can schedule the import and export of several files or of certain files. Exporting of purchase receipt data and customer sales order data may be needed when you try to plan the work in a warehouse (assigning tasks to each warehouse employee - put away, picking, packing, shipping, loading trucks, stock counting, maintenance, ..).

 

Click here to learn more.

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