Activant Prophet 21

Performing Data Imports

This class is designed for…

System Administrators

Objectives

Locate import file layoutsFormat file for importPerform importUnderstand necessary steps to begin import process

This course will NOT cover…

Data extraction from your existing business systemHow to use Microsoft ® ExcelAll import options in Prophet 21

Overview of Imports

Data ExtractionImport file formats

Data ManipulationCleaning/Scrubbing DataField Integrity

Import System SettingsImport Process

Backup DBData ValidationsError, Summary, and Suspense files

Process OverviewCreate import files

Backup database

Test import via RMB > Edit Only Import

Run import to DB – via RMB Import to Database or save

Backup database again – restore to your play DB

Review any errors/modify import files

Verify data

Import Basics

Imports must be completed in layouts specified in Prophet 21 help filesMultiple files may be necessary to complete the import

Customer ImportsCustomerCustomer AddressShip To

Refer to the “Tips for a Successful Data Conversion” doc for sequence and file requirements

Import File Layout

Help FilesContents tab > Imports

folderIndex > Key ‘Import’

Import File Layout

Import File Layout

Import File Layout

Import File Layout

Import File Layout

Extract Data

Extract the necessary data from your legacy system

Imports must be in a text (.txt) format Can be extracted and manipulated in a compatible format

If possible, extract in the format indicated in Help filesCreate a separate file folder for each type of import: Customer, Vendor, Item, etc.

Eliminate Unnecessary Data

Review dataEliminate duplicatesDecide if you need to eliminate obsolete dataStandardize the data

Will you use punctuation?Should all addresses, names, Ids be in upper case or in standard case?

Eliminate Unnecessary Data

Format Import Spreadsheets

Column length does not exceed import layoutData in columns meet data type requirementsNo required columns are empty

Format Import Spreadsheets

No extraneous rows or columnsRemove header filesFile saved in a text (.txt) formatSave files in a location you can access from Prophet 21

Import System Settings

Import System Settings

Import System Settings

Import System Settings

Begin the Import

Backup database before every importBackup ‘Import’ databaseBe sure the backup name contains a date/time information and indicates the import being performed

PreCustomerImport226079am.bakPreVendImport1225071015am.bakPreItemImport3130712pm.bak

Begin the Import

Backup the correct databaseProduction

Actual business transactions

ImportImporting data

PlayTraining and testing purposes

Importing Data

Mapping Files

Mapping Files

Mapping Files

File Management Service

File Management Service

Import Increment: Number of rows to import at one time

Cancel on Error Percent: Indicates a tolerable amount of errors. When exceeded, the import

process ceases.

Importing Data

Data Validation

Data Validation

Importing Data

Does not import data to databaseAllows you to test your import fileShows any errors associated with the import file

Import Status

Edit-only Results

Importing Data

Importing Data

Importing Data

Importing Data

RMB Options

Update Import fileModify records in file tabs, RMB and Update Import fileRetains any changes on original import file

Importing Data

Once edited files are mapped, begin importprocess again

Importing Data

Begin the import process by selecting File/Save or the save button:

Locating Err, Sum, and Sus files

What are they?

Error Files

Display the errors associated with each file mapped:

General ErrorsSpecific reasons for failure

Summary Files

Explains the complete import that took place

Suspense Files

Hold the records that failed Edit the records on these filesSave as text (.txt)Use to import files again

Suspense Files

Locate .sus fileMust modify the file(s) that errorsMust also retrieve and save any suspense file that does not error so that all files reflect correct import dataBe careful in Excel®, leading zeros will be removed if the column is not set to ‘text’

Suspense Files

Suspense Files

Text Import WizardBe sure to flag fields that could have leading zeros as ‘text’

Suspense Files

Importing Data

Verify Data Import

Review/use the data in Prophet 21 – confirm proper importing via maintenance and transaction windows

Backup Database

After each successful import – backup the database

PostCustImport122607915am.bakPostVendImport122707800am.bakPostItemImport010507100pm.bak

Restoring the System

Databases Production

Actual business transactions Import

Importing data Play

Training and testing purposes

Error Tolerance

Imports will not be perfectIf you have 10 or less records, you may consider keying the failed recordsContact Support if you cannot determine why a record fails

Process OverviewCreate import files

Backup database

Test import via RMB > Edit Only Import

Run import to DB – via RMB Import to Database or save

Backup database again – restore to your play DB

Review any errors/modify import files

Verify data

What to do now?

Extract DataScrub DataKeep your files!!Be sure all records created in maintenance windows are necessary for the import – otherwise it will fail!!Get the Activant imports document

Lists the order in which imports should be performedTips and recommendations

What to do now?

REMEMBER! Item import information can be updated via pricing service, but other imports must be adjusted through fast edit windows

Summary

Locate import file layoutsFormat sample file for importPerform sample importUnderstand necessary steps to begin import process

For More Information…

Prophet 21 Help FilesVisit Activant on the web: distribution.activant.com

View Educational Services course offeringsBrowse DocumentationSearch the Solutions databaseSubmit a Support case

E-mail Professional Services Salespss@activant.com