Important notes on using the Import Utility:
As the Import Utility is an administrative application that can be used to create information in your accounting database, we strongly recommend that anyone using the application is highly familiar with both Access Dimensions, and any accounting processes in place at your organisation
It is the responsibility of the user to ensure that any information entered into the files to be imported is correct
Use of the Import Utility is at the discretion of your organisation - please note that your organisation may incur additional charges should the Access Group need to assist in correcting data that has been imported
Before using the Import Utility to add any data to your system, it is vitally important that you back up your database - once you have imported data using this utility, the only way to remove it if incorrect, is do so manually in Dimensions
How to use the Import Utility
Using the Import Utility is a three step process:
Create a template to use
Complete the information in the template
Import the information from the template
Step 1 - Creating a template:
Open the Import Utility and log into the database you need to update using administrator credentials
Select Databasename, Import
Select Options
Select Import File - check the file type set as this defines the format of the template file (the default is Delimited - tabs).
Close the Options window
Select the Select Module button
Select the Module you wish to import data for
Select Options
Select Import File Templates
Select the relevant record type from the list, followed by OK
Importer will create the relevant template file for you. The file type created will depend on the file type you have set in the options and this will be saved in the import application folder (usually Program Files(x86)\Access Applications\Importer\Importer version number)
Step 2 - Completing the template:
Open Microsoft Excel and use the file menu to open the template you created in step 1
Excel should now open the text import wizard - once this is completed, the file will open with relevant headings for the module and record type you selected in step 1
At this point, 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
Complete the information in the spreadsheet and save again once you have finished
Step 3 - Importing from the template:
In the import utility select databasename, import
Select the Options button
Select Import File - it is important to check the settings in here as these will define how the file you saved is located and used, The settings work as follows:
File type - the file type to be imported - this should be the same file type as when you created the template in step 1
Validate before update - the first time you run the import, nothing will actually be imported. This will simply check that the file is valid and contains relevant valid information. Note that you will need to switch this option off before doing a live import (Access always recommends running any import using the validation setting before attempting a live update)
Ignore first line - set this to on if you have kept the headers in file
Clear after use - the information in the file will be removed once a live import has been completed
Always Prompt for Files - you will be asked to select a relevant file to import each time you run the utility
Prompt If File Not Found - the system will attempt to find the default template file in the importer location (see the importer location in step one for the default location. If it is not found you will be prompted to select a file.
Prompt If file Not Found_ Remember Path - This has the same action as the step above, however, future imports will remember that path you select an will try to find the file in this path next time it runs.
Once you are happy with the settings, close the screen
Select the Select Module button
Select the relevant Module
Select the relevant Record Type
Select OK
The system will now show a series of warnings regarding the file. Please read these and ensure you are happy to continue before selecting Yes/OK
The import file will now be checked (if you have the validation setting on) or the system will attempt to import the information into Access Dimensions (if validation is set to off)
Once complete the import will be finished and the data visible in Dimensions