Importing Master Data and Transaction Data

This guide explains how to bring data from an existing system into aACE. It is intended for advanced users.

Data you can import into aACE is divided into two general categories:

  • Master data — Records required to successfully complete a transaction. Examples include offices, team members (employees), GL accounts, line item codes (products / services), companies, contacts, and others. 
  • Transaction data — Records that track specific exchanges between your company and other organizations. Examples includes orders, invoices, purchase orders, purchases, GJ entries, and others.

Import Master Data

You can import master data using the standard process for importing records

Import Transaction Data

After master data records are in your system, you can import the related transactions. aACE uses a two-step process to import the transactions. This helps it work more flexibly with data from other software systems.

Transactions are tracked using two separate records:

  • Header Data — A header record represents the exchange itself and functions as a parent record for the item data.
  • Item Data — An item record represents the things exchanged. Item records are linked to the header record by the ID field (e.g. Invoice ID, Purchase ID, etc).

For example, an invoice header record contains information about the customer, billing terms, and shipment details. The corresponding invoice item record tracks information about the products sold. 

When importing this data, step one is to import the header information. Do this at the relevant module's list view. For example, from Main Menu > Accts Receivable > Invoices you would import the invoice ID, date, customer billing terms and address, etc.

Step two imports the item information. Do this at the relevant Details module. For example, from Main Menu > Accts Receivable > Details > Invoice Items you would import the LICs for the invoice(s), as well as the quantities, unit prices, relevant tax profiles, etc. At the conclusion of the item record import, aACE updates the totals for the related header records (e.g. the invoices). 

Newly imported records are left in Pending status.

Example of Importing Transaction Data

Suppose a company needed to import a set of general journal entries from a legacy software system. The assigned team member would first adjust the exported spreadsheets from the legacy system. This would include one spreadsheet for the GJ entries (i.e. the header data) and one for the GJ entry items (i.e. the item data). Both spreadsheets should align with the relevant aACE import template. The record ID numbers for the GJ entries must be included on the spreadsheet for the GJ entry items.

The team member would then import the spreadsheet with the general journal entries. At the General Journal module, she would click Actions > Import GJ Entries. 

She has the prepared spreadsheets ready, so at the confirmation dialog she would click Step 3.

She would locate the prepared spreadsheet and verify that the import for the header GJ entry is set up correctly, including using the first row of data as field names, using the Add functionality, and organizing the target fields by Matching Names. (Read our guide on importing records for more details.)

She would import the GJ entries, then review them.

Next she would import the GJ entry items by navigating from Main Menu > Accounting > Details > General Journal Items, then clicking Actions > Import GJ Entry Items.

At the confirmation dialog, she would click Step 3, then locate the spreadsheet of GJ entry items and verify that the import is set up correctly.

She would then import the GJ entry items and review them. (If there are any problems with the import, she can open the review spreadsheet that aACE generates and decide how to best handle the import validation errors.)

Importing Item Data Directly into a Header Record

If you already have an existing header record, you can import related items directly into it. Because you are importing into a specific record, aACE automatically supplies the needed record ID number. You do not need to manually enter the header record ID on the import spreadsheet.

  1. Prepare the import spreadsheet of item records.
  2. Navigate to the desired header record and display the detail view.
  3. Click Edit.
  4. Click Actions > Import [module] Items > Continue > Step 3.
  5. Continue with the standard process to import records.

Note: For many types of item data, you can also import from item-specific modules (e.g. Main Menu > Accts Receivable > Details > Invoice Items). When you use this route, you must ensure that the header record ID number is on the import spreadsheet.

Example of Importing Item Data into a Header Record

Suppose a company had manually created a general journal entry to enter beginning balances from another software system. The assigned team member would only need to import the general journal entry items. 

First she would adjust the exported spreadsheet of data from the previous software system, making sure it aligned with the aACE import template. Because she would be importing the GJ entry items directly into an existing aACE record, the record ID number for the GJ entry would not be required on the spreadsheet.

She would navigate to the General Journal module and locate the existing GJ entry. At the detail view of that record, she would click Edit.

Then she would click Actions > Import GJ Entry Items. 

At the first confirmation dialog, she would click Continue.

She has the prepared spreadsheet ready, so at the second confirmation dialog, she would click Step 3.

She would locate the prepared spreadsheet and verify that the import is set up correctly, including using the first row of data as field names, using the Add functionality, and organizing the target fields by Matching Names.

After importing the GJ entry items, she would review them.

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.