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Importing and Exporting Data with Abila MIP
This webinar presentation provided an overview of importing and exporting data with Abila MIP Fund Accounting. It discussed exporting data from MIP to Excel and text files, as well as importing data into MIP using definition files to map data from external files to specific fields in MIP. The presentation also covered what types of data can be imported, such as transactions, vendor and account information, and compared importing to using the MIP API. Sample definition file sections and data file formats were shown.
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- 1. Live Webinar: Webinar Audio: Youcan dial the telephone numbers locat headphones ed on your webinar panel. Or listen in using your headphones or computer speakers. Welcome! Live Webinar: Importing and Exporting Data with Abila MIP Fund Accounting Webinar Audio: You can dial the telephone numbers located on your webinar panel. Or listen in using your headphones or computer speakers. We will begin shortly.
- 2. Today’s Presenter Jane Houle| Net@Work Consulting Manager, Nonprofit Solutions
- 3. Webinar Details • Presentationis roughly 50 minutes • All phone lines are muted to reduce background noise • We will have about 10 minutes for questions after the presentation. Please type your questions in the box located at the bottom of your webinar panel.
- 4. 180+ Business Technology Architects and Consultants ITRoad Mapping & Strategic Planning Business Process Review Ecosystem BI, Analytics & Reporting Cloud & IT Managed Services ERP/ Accounting Web Development & e-Commerce Sister Company Payment Processing SWYPE Sister Company CRM & Marketing Automation HRMS/ Employer Solutions Document Management Nonprofit Solutions Managed Print Services Sister Company Net@Work Overview
- 5. Abila MIP Import Today’sAgenda: Latest on Abila/ Community Brands /MIP • Exporting from MIP • To Excel • To text file • Exporting in Advance • Importing Into MIP • Importing vs API • What you can import • What is a definition file? • Import Example in MIP • Trouble-shooting error messages
- 6. Xperience Conference –Orlando May 2018 Latest on Abila/ Community Brands /MIP - Xperience User Conference - Look for the Community Brands name – MIP will continue - MIP Version 18.3 - Reports in Advance - More functionality
- 7. Abila MIP Import WhyImport? Importing is used to reduce manual data entry into the MIP system. It is a faster method for setting or updating tables of data in MIP such as Vendors, Account Codes or Distribution Codes. Entering transactions that are lengthy to enter or are derived from another system such as: • Outside payroll service • Medical billing software or other billing system, • Donor management Data maintained on a spread sheet How to Import The user initiates a process to select a customized mapping (definition) file and the data file
- 8. Abila MIP Importversus API The Abila MIP Application Programming Interface (API), is a service that allows a user to access and modify your MIP Fund Accounting data. It provides a vocabulary of requests and responses that your program code can use to "talk" securely to MIP Fund Accounting. • Bringing out MIP Fund Accounting functionality and up-to-the-minute data in your own application or website. • Writing custom integration software for transferring data between MIP Fund Accounting and other third-party applications, such as, paperless AP, budgeting or donor management programs. • Use the MIP API to develop a program to schedule communication directly with MIP Fund Accounting without user involvement. Your program can request or modify your MIP Fund Accounting data in real time. • Interested? Net@Work can help!
- 9. Abila MIP Import Whatcan you import? • Almost any type of information that you would normally key into MIP can be imported, such as: • Journal Vouchers, AP Invoices and other Transactions • Employee Information • Vendor and Customer Information • Budgets • Clearing items in Bank Reconciliation
- 10. Abila MIP Import ExchangeRate MasterMCRATE.def Purchase Order PO Item Codes MasterPO.def PO Reference MasterPO.def PO line Item Detail MasterPO.def PO Line Coding MasterPO.def Accounts Receivable Billing Information Charge Codes MasterAB.def Charge Code Detail MasterAB.def One-time Charges MasterAB.def One-time Charge Detail MasterAB.def Accounts Payable Vendor Information MasterAP.def Vendor 1099 Adjustments MasterAP.def Accounts Receivable Information Customer Information MasterAR.def Customer Shipping Addresses MasterAR.def Bank Reconciliation Cleared items MasterBK.def Fixed Asset Info Asset Type MasterFA.def Designation Code MasterFA.def Asset Information MasterFA.def Depreciation Code MasterFA.def GL Setup/Misc Fund Designation Assignment MasterGL.def Chart of Account Code Import MasterGL.def Detail or Required Account Assignments MasterGL.def Closing Account Assignments MasterGL.def Offset Account Assignments MasterGL.def Distribution Code MasterGL.def Spoiled Checks MasterGL.def
- 11. Abila MIP ImportTransaction Import Financial Information Trans Source Cash Receipts CR A/P Invoices API A/P Manual Checks APC A/R Credits ARM Journal Vouchers JV Encumbrances ENC Cash Disbursements CD A/P Credits APM A/R Invoices ARB A/R Receipts ARC Budget Entries BD Encumbrance Liquidations ENL
- 12. Abila MIP Import Thereare four things that you need to import. 1) Data – Such as a Text or CSV file. An Excel spreadsheet can be saved as a CSV file. 2) Definition File - (DEF file) customized mapping file to bring the data into your database. 3) MIP database 4) Rights in the MIP system to import
- 13. Abila MIP ImportData File Data File Guidelines: • Must be a Text (*.txt)(flat file) or a *.CSV files. Most Excel files can be saved as a CSV file. • The file must be laid out in the proper format with data in columns. Financial transactions must follow Type 1 (T1) or Type 3 (T3) designations. Examples follow. • Non-financial information requires a specific format with the proper context statements to identify what type of information it is (i.e. Timesheets, Vendor Info, Chart of Accounts, Bank Rec, etc.). • The file must be complete and valid. In order to import financial transactions, the information in the data file must be complete as if entered by hand. • Must follow your database rules for coding, description fields, account code combinations and required fields.
- 14. Abila MIP Import– Example of a T-1
- 15. Abila MIP Import– Example of a T-3
- 16. Sections of aDefinition File for Abila MIP Import General information about the file: The Environment Section- Contains formatting information about the file to be imported Sections that replicate the process of entering a transaction: The Session Header Section- Maps the information in the file to the Session level screen in a transaction The Document Header Section- Maps the information in the file to the Document level in a transaction The Document Transaction Line Section- Maps the information in the file to the transaction entry grid with the segments, debits and credits.
- 17. Abila MIP Import– Environment Section Common Statements in Environment Section: SEGMENTNOTSTRING – Used when your data is a CSV type and each and every piece of data occupies a unique column. DISCARDFIRSTNRECORDS – Used in cases where the top rows of your data file contain header information like column name so you tell the system how many rows to ignore. APPLY_OFFSETS – Used to tell the system to apply the offset account assignments to the data that is imported. TRANSACTION_READ,# - This is a required block and tells the system what type of format the data in the file is in, a T1 or a T3.
- 18. Abila MIP Import– Environment Section CLEANLINE_READ - to remove non-required segment information from all lines imported, regardless of whether values were explicitly provided in the data file. Enter a value of "1" to turn activate this feature. UPDATEIGNOREBLANK - to ignore blank fields in the data file. SUPPRESSWARNINGS - to tell the system not to include warnings in the import log. USEDISTCODE - to have the system use both a general ledger code and a distribution code to complete the accounting transaction lines for each document line imported. UPDATEITEM - to have the system update existing records with the data included in the data file. UPDATETS - to have the system enter new or update existing timesheets with the data included in the data file.
- 19. Abila MIP Import– Environment Section SEGMENTNOTSTRING – Used when your data is a CSV type and each and every piece of data occupies a unique column. DISCARDFIRSTNRECORDS – Used in cases where the top rows of your data file contain header information like column name so you tell the system how many rows to ignore. APPLY_OFFSETS – Used to tell the system to apply the offset account assignments to the data that is imported. TRANSACTION_READ,# - This is a required block and tells the system what type of format the data in the file is in, a T1 or a T3. CLEANLINE_READ - to remove non-required segment information from all lines imported. Enter a value of "1" to turn activate this feature.
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- 21. How Can Net@WorkHelp With Abila MIP Import Do you have data that can be imported? • Payroll • Billing System • Concur • Journal Entries created in spreadsheet ( Reimbursement forms) • Checks from an electronic bank statement Customizing a definition file for your chart of accounts and data file Once you have a definition file customized to an Excel you can modify it for multiple purposes, saving time and money and increasing accuracy. Create other Excel files in that layout. 10 hours per month * $15 per hour = $150 recover investment in 4 months Normally the charge for a standard customized definition file is $675 As a special offer to clients attending this webinar, the cost is $600 if you purchase (not implement) before 7/1/18
- 22. Please type in yourquestions Any Questions?
- 23. Upcoming at Net@Work AbilaMIP Webinar: MIP Electronic Requisitions, POs and Encumbrances Date: June 20, 2018 Time: 2pm Eastern Abila MIP Webinar: Audit Preparation with Abila MIP Date: July 18, 2018 Time: 2pm Eastern Michigan Users Group Tentative Date: July 25, 2018 Time: 9:30am – 12:00noon Eastern Abila MIP Webinar: Nonprofits and Concur Invoice and Expense Date: August 23, 2018 Time: 2pm Eastern
- 24. Thank You ForAttending! Jane Houle | Net@Work Nonprofit Solutions Consulting Manager Email: jhoule@netatwork.com Phone: 312-651-0364 800-719-3307 www.netatwork.com netatwork.com/blog Net@Work YouTube Follow us on Twitter: @netatwork_corp Follow Net@Work on LinkedIn Follow Net@Work on Google+ Follow Net@Work on Facebook Connect with Net@Work Julie Archer | Net@Work Customer Account Manager Email: jarcher@netatwork.com Phone: 417-520-3718