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Import data with the Dimensions Import Utility

Important notes

  • Anyone using the Import Utility should be highly familiar with both Access Dimensions and the accounting processes in place at their organisation.

  • You are responsible for ensuring any information in the import files is correct.

  • Use of the Import Utility is at the discretion of your organisation. Additional charges may apply if the Access Group needs to assist in correcting imported data.

  • Back up your database before using the Import Utility. Once data has been imported, the only way to remove it is manually in Dimensions.

Use the Import Utility

Using the Import Utility is a three-step process:

  1. Create a template.

  2. Complete the information in the template.

  3. Import the information from the template.

Step 1: Create a template

  1. Open the Import Utility and log in to the database you need to update using administrator credentials.

  2. Click [Databasename], then click Import.

  3. Click Options.

  4. Click Import File and check the file type. This defines the format of the template file. The default is Delimited (tabs).

  5. Close the Options window.

  6. Click Select Module.

  7. Click the module you want to import data for.

  8. Click Options.

  9. Click Import File Templates.

  10. Click the relevant record type from the list, then click OK.

  11. The Import Utility creates the template file for you. The file type matches the setting you chose in step 4 and is saved in the import application folder (usually Program Files(x86)\Access Applications\Importer\[version number]).

Step 2: Complete the template

  1. Open Microsoft Excel and use the File menu to open the template you created in Step 1.

  2. Excel opens the Text Import Wizard. Once completed, the file opens with the relevant headings for the module and record type you selected in Step 1.

  3. You can either:

    • Save the template to your PC or a network drive with a new name.

    • Save the file with the default name back into the importer location.

  4. Complete the information in the spreadsheet and save.

Step 3: Import from the template

  1. In the Import Utility, click [Databasename], then click Import.

  2. Click Options.

  3. Click Import File and check the settings. These define how the file is located and used:

    • File type: Must match the file type set when creating the template in Step 1.

    • Validate before update: On the first run, no data is imported. The utility checks the file is valid. Switch this off before running a live import. Access recommends always validating before a live update.

    • Ignore first line: Enable if your file includes header rows.

    • Clear after use: The file contents are removed after a live import completes.

    • Always Prompt for Files: You are asked to select a file each time you run the utility.

    • Prompt If File Not Found: The utility looks for the default template file in the importer location. If not found, you are prompted to select a file.

    • Prompt If File Not Found – Remember Path: Same as above, but future imports remember the path you selected.

  4. Once you are happy with the settings, close the screen.

  5. Click Select Module.

  6. Click the relevant module.

  7. Click the relevant record type.

  8. Click OK.

  9. Read any warnings that appear and confirm you are happy to continue.

  10. If validation is on, the file is checked. If validation is off, the data is imported into Dimensions.

  11. Once complete, the imported data is visible in Dimensions.

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