Data in aACE is divided into two general categories:
- Master data — Data that is required to successfully complete a transaction. Examples include offices, team members (employees), GL accounts, line item codes (products / services), companies, contacts, among others.
- Transaction data — Specific exchanges between your company and other organizations. This includes orders, purchase orders, purchases, among others.
Import Master Data
Master data is imported using the standard process for importing records.
After master data records are in your system, you can import transactions (e.g. a batch of invoices).
Import Transaction Data
Transactions are tracked using separate records for "header" data and "item" data. A header record represents the exchange itself and functions as a parent record for the item record. An item record represents the things exchanged. For example, an invoice record contains header information about the customer, billing terms, and shipment details. The corresponding invoice item record tracks information about the products sold.
A two-step process is used to import the header and item data. This import process enables aACE to work more flexibly work with information from other software systems.
The first step is to import the header information. Do this at the relevant module's list view. For example, navigate from Menu > Accts Receivable > Invoices. Then continue with the standard process to import records.
The second step is to import item information. Do this at the module's Details menu. For example, navigate from Menu > Accts Receivable > Details > Invoice Items. Then continue with the standard process to import records. This will import the LICs for the invoice(s), as well as the quantities, unit prices, relevant tax profiles, etc. This item information is linked to the transaction header records by the ID field (e.g. Invoice ID, Purchase ID, etc).
At the conclusion of the item record import, aACE updates the totals for the related records (e.g. the imported invoices). Newly imported records are left in Pending status. You can use the Actions menu to open them.
Importing Items into an Existing Transaction Record from Edit Mode
You can import a batch of items into an existing transaction record (e.g. invoice, order, purchase order, inventory adjustment, etc).
- Navigate to the detail view of the specific record.
- Click Edit.
- Click Actions > Import [module] Items > Continue.
- Continue with the standard process to import records.
Automated Transaction Imports
If your business processes require ongoing imports of transaction records, it may be helpful to develop a customized import routine that would combine the header import, the items import, and the field mapping. Contact your aACE partner to discuss details.