# Data Import Guidelines

This document is recommended as a guide to import data from your system into Accentis Enterprise.

Your data can be entered manually, it can come from spreadsheets, from an existing system or some combination of these. Accentis provides you with the necessary template files that you will use to input the data using Excel spreadsheets, and then we will take these and import it into your system for you.

Please don’t email us your data, instead save your data in the templates provided on your server in the data import location that was given to you by your implementation manager. When we install Accentis Enterprise, we create a location on your server to put these files into. This is an important security measure to keep your data safe and secure.

Some of the data we request from you may not exist in your current system – that’s ok, it can either be built up over time or you can use this as an opportunity to create the data now that you have a system that can handle it for you.

At the end of the data import process, we will have imported and commissioned your data ready to use.

### Data import process – how does it all happen?

###### Here’s how the Accentis data import process works:

1. Locate the data import templates on your server
   Once installed, Support staff will direct you to the template files on your server i.e. “<server>\AccentisDataImports\Original Files".
2. Export data from your current system
3. Fill in data import spreadsheets
   You will fill in the template file and save where it is in the respective “Original Files” folders. You can do this either by exporting data from another system and then copying/pasting into the Accentis spreadsheets, or you can type the data in by hand.
4. Cleanse your data and email Accentis staff to notify us which files have been populated
5. Accentis reviews data and request amendments if necessary
   Support staff will assess the data initially and, if they believe there are areas that require attention or they have recommendations about how better to structure the data for use with Accentis Enterprise, they will email the relevant files back to you with their suggestions.
6. Accentis IMPORTS data
   We will import the file to your new Accentis Enterprise system and provide you with a data conversion report.

### Which data is imported?

Data that is imported into Accentis Enterprise and data that usually contains many records (customers, suppliers and inventory, for example) is generally referred to as your “static” data. Some of this data will almost certainly exist in one form or another in your current system and can be exported (customer and supplier records etc.), but other data may be completely new to you (bill of materials or customer contact information) and you will either create it from scratch or decide to go live without it for the time being.

We will provide you with a set of spreadsheets to use as a basis for gathering your data together.

### When does it all happen? Timing is important.

Data importing as part of the Accentis Enterprise implementation plan. It is important that all deadlines are met because not doing so delays other tasks and milestones. Some data can be imported in advance (fixed assets, accounts, inventory) and other data can be imported close to your Go-live date (creditors, debtors) because it changes constantly (e.g. payroll data). Other data must be imported after your Go-live date because you don’t have it all (e.g. open invoices).

If there are any changes in timing, especially about the implementation of Accentis Enterprise, please contact support at the earliest opportunity so that our processes can coincide as closely as possible with your current business operations. It should be noted also that, once data has been exported, it is no longer live or current. The spreadsheets need to be maintained as data is changed in your existing system. Accentis does not perform additional data imports unless there are extenuating circumstances because merging and correlating multiple data imports is very time consuming and prone to errors.

#### Step 1: Understanding the Data Import templates

It’s imperative to the import that the headings of the import file are not changed as they are map links. This is how we map the data from Excel to be imported into the correct fields within Accentis Enterprise, so any changes can cause a failure. If you have any doubts about the data that you want to enter, simply reach out to your solutions consultant who will be able to help. It’s better to leave data out of the file if you are not sure how to enter it, so don’t make data up just to fill in the fields.

The spreadsheets must remain as single sheets for importing purposes. Don’t increase the number of sheets within any files, as they won’t be imported and will be a waste of time. Each data type (accounts, customers, suppliers, etc), needs to remain as a single file. Multiple data sets of the same data type can create issues and end up increasing costs associated with labour to sort the data.

At any stage of the process, your Accentis Enterprise solutions consultant can be contacted for answers to any questions you might have. This is an important part of the implementation process and will help to improve efficiency and get you started much easier.

#### Step 2: Exporting data from your current system

While we are the experts on Accentis Enterprise, other systems are not known to us and we will rely on you. If you are unsure on how to export the data you need from your current system, we encourage you to reach out to their support or documentation. Accentis can provide data extraction services for MYOB if you need help. If you are not aware of this service we provide, contact your project manager who will be able to inform you of the process.

It’s important to get all your data from your current system to fully complete your import. Missing data cannot be generated from within Accentis Enterprise after the fact.

#### Step 3: Filling in your data import spreadsheets

Rules:

- Save only one spreadsheet for each type of data.
- Leave as Excel format

#### Step 4: Cleansing your data

It’s time to cleanse your data before importing it into Accentis Enterprise. Once again, only you will know what data is relevant and what is not. You don’t want to import data into your brand new system that you will never need, so now is the opportunity to get rid of it. Ensure that have fully checked each data set to clean up any mistakes and issues.

Data that is commonly imported and needs to be cleaned usually includes:

- Postcodes and addresses
- Incorrect data
- Information that has been saved in the wrong place

Cleaning your data before an import helps to set your Accentis Enterprise database up for the best success!

#### Step 5: Saving your spreadsheet

Please do not email these files to us. We take the security of your data seriously so please don’t email the data conversion spreadsheets to us.

- Please populate the templates that are already saved to your server at: “<server>\AccentisDataImports\Original Files”
- If you have multiple company files; duplicate the template file and clearly indicate in the filename which database each spreadsheet is destined for

#### Step 6: Post import – checking data

It is imperative that you spot-check your own data after Accentis has imported it for you. We will warrant that it has been imported according to the data in the spreadsheet, but not whether the data was obtained from the correct source.

### Timing of data export and currency of your data

Once your data has been exported, it represents a snapshot.

### Import Q&A

Can I make a start even before we have signed off on buying the system?

Absolutely! In fact, regardless of which system you use, you can start preparing. Simply send a request to sales@accentis.com.au and we will send you a copy of the data conversion templates.

Is it okay if multiple people work on and communicate about templates?

Yes, so long as you choose a single contact per template. We will want to liaise with the same person if there are data entry issues.

Can you help us get data out of our system?

Yes, but only if you have no other means of doing it yourself.

### Further questions?

If you have any further questions about this document or any other aspect of Accentis Enterprise, please email our support team.

Last edit: 01/03/21