Importing and Exporting Data with Abila MIP

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Welcome!
Live Webinar:
Importing and Exporting Data with
Abila MIP Fund Accounting
Webinar Audio:
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Or listen in using your headphones or computer speakers.
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2. Today’s Presenter
Jane Houle | Net@Work
Consulting Manager,
Nonprofit Solutions

3. Webinar Details
• Presentation is 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.

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Net@Work Overview

5. Abila MIP Import
Today’s Agenda:
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
Why Import?
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 Import versus 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
What can 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
Exchange Rate
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 Import Transaction 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
There are 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 Import Data 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 a Definition 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.

20. Importing in MIP

21. How Can Net@Work Help 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
your questions
Any Questions?

23. Upcoming at Net@Work
Abila MIP 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 For Attending!
Jane Houle | Net@Work
Nonprofit Solutions Consulting Manager
Email: jhoule@netatwork.com
Phone: 312-651-0364
800-719-3307
www.netatwork.com
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Julie Archer | Net@Work
Customer Account Manager
Email: jarcher@netatwork.com
Phone: 417-520-3718