Accolent ERP requires a very specific sequence for the initial data import into the system. The Accolent ERP data imports cover four basic types of data: (1) Value Lists, (2) Sub-Master Records and Master Records (3) Contracts and (4) Transactions. In the initial loading of data, the different data types must generally be imported in the following order. Value Lists (e.g., Customer Types) are used throughout the system and so should be imported first. Sub-Master records (e.g., Salespersons) and Master Records (e.g., Customers) can then be imported. Contracts specify pricing for transactions and should be imported after the Master Records. Transactions (e.g., Orders) are imported last. It is critical that this sequence be followed to initially load the data into the system correctly.
All these data imports were designed for the initial loading of data into Accolent ERP. There may be situations in which data needs to be imported while in live operation. The bulk imports may be used in these cases for Value Lists, most Master and Sub-Master records, and Contracts. Bulk imports should NOT be used to import transactional data while in live operation. Transactional data should only be entered into Accolent ERP manually from the front-end user interface or through specific imports provided for this purpose.
Types of Data
- There are four basic types of data: (1) Value Lists, (2) Sub-Master Records and Master Records (3) Contracts and (4) Transactions
- Value Lists specify data elements that are used generally throughout the system and include things such as Customer Types, Credit Statuses, etc., that should be imported first
- Sub-Master Records and Master Records are controlling data records that are relatively permanent and relate to the major entities in the system such as Customers, Products and Vendors. A Master Record will typically reference many Value Lists, such as the Customer Type, which is why these must be imported prior to the Master Records
- Contracts specify pricing assigned to specific entities. These must be imported prior to the Transactions
- Transactions are used to update the Master Records and contain the data about the entities they pertain to (e.g., data relating to Customers, Vendors, etc.). Transaction records serve as audit trails and history for the Master Records to which they relate. Transactions are imported last
Initial Data Loading vs Ongoing Data Imports
- All the bulk data imports were designed for the initial loading of data into Accolent ERP
- There may be situations in which these bulk data imports can be used to import data while in ongoing live operation
- For example, you may use the Products import to update the product master and/or add new lines of products
- We can also link with data aggregators like Trade Services or FEDA to import or update product records on an ongoing basis
- However, the bulk imports should NOT be used to import transactional data while in live operation as the transactions will then not post to the General Ledger correctly and/or will not properly update inventory
- Transactional data should only be entered into Accolent ERP manually from the front-end user interface
- Please be very careful when using bulk imports to enter data while in live operation as you can create unintended changes to your live data. It is a good idea to always check with ADS Solutions before undertaking this
Value Lists
- Using the Import Templates, the Value Lists are generally imported in the following order, although this is not critical
- Accolent ERP is delivered with a simple standard GL Chart of Accounts that must be deleted before importing your own GL Chart of Accounts
| Order | Import Name | Import Type | Description | Usage |
| 1 | GL_Accounts.csv | Value List | GL Chart of Accounts | Initial & Ongoing |
| 2 | Banks.csv | Value List | Bank Accounts | Initial & Ongoing |
| 3 | Credit_Status.csv | Value List | Credit Statuses | Initial & Ongoing |
| 4 | Delivery_Route.csv | Value List | Customer Delivery Routes | Initial & Ongoing |
| 5 | Sales_Routes.csv | Value List | Customer Sales Routes | Initial & Ongoing |
| 6 | Pricing_Tiers.csv | Value List | Customer Pricing Tiers | Initial & Ongoing |
| 7 | Customer_Types.csv | Value List | Customer Types | Initial & Ongoing |
| 8 | Delete_Codes.csv | Value List | Delete Codes | Initial & Ongoing |
| 9 | Departments.csv | Value List | Departments | Initial & Ongoing |
| 10 | Locations.csv | Value List | Locations | Initial & Ongoing |
| 11 | Salespersons.csv | Value List | Salespersons | Initial & Ongoing |
| 12 | Sales_Commissions.csv | Value List | Salesperson Commission Rates | Initial & Ongoing |
| 13 | Commission_Types.csv | Value List | Salesperson Commission Types | Initial & Ongoing |
| 14 | Ship_Vias.csv | Value List | Shipping Methods | Initial & Ongoing |
| 15 | States.csv | Value List | States | Initial & Ongoing |
| 16 | Tax_Codes.csv | Value List | Tax Codes | Initial & Ongoing |
| 17 | Tax_Jurisdictions.csv | Value List | Tax Jurisdictions | Initial & Ongoing |
| 18 | Split_Tax_Jurisdictions.csv | Value List | Split Tax Jurisdictions | Initial & Ongoing |
| 19 | Terms.csv | Value List | Terms | Initial & Ongoing |
| 20 | Warehouses.csv | Value List | Warehouses | Initial & Ongoing |
| 21 | UOM_List.csv | Value List | Units of Measure | Initial & Ongoing |
| 22 | Product_Groups.csv | Value List | Product Groups | Initial & Ongoing |
| 23 | Product_Categories.csv | Value List | Product Categories | Initial & Ongoing |
| 24 | Product_SubCategories.csv | Value List | Product Sub-Categories | Initial & Ongoing |
| 25 | Qty_Breaks.csv | Value List | Quantity Breaks | Initial & Ongoing |
| 26 | Price_Lists.csv | Value List | Price Lists | Initial & Ongoing |
Master and Sub-Master Records
- You may establish default values for certain fields where this is permitted
- These default values will appear any time you create a new record manually or through the data conversion process
- The Customers, Products and Vendors files have “CONVERT” records that you may change as necessary
- The Master and Sub-Master records should be imported generally in the following sequence
| Order | Import Name | Import Type | Description | Usage |
| 1 | Customers_Import.csv | Master Record | Customers | Initial & Ongoing |
| 2 | Vendor.csv | Master Record | Vendors | Initial & Ongoing |
| 3 | Customer_Vendor_ProductCodes.csv | Sub-Master Record | Customer Vendor Product Codes | Initial & Ongoing |
| 4 | Vendors_GL_Allocations.csv | Sub-Master Record | Vendors GL Allocations | Initial & Ongoing |
| 5 | Contact.csv | Master Record | Contacts | Initial & Ongoing |
| 6 | Products.csv | Master Record | Products | Initial & Ongoing |
| 7 | Product_UOM_Import.csv | Sub-Master Record | Product UOMs | Initial & Ongoing |
| 8 | Synonym.csv | Master Record | Synonyms | Initial & Ongoing |
| 9 | Product_Accessories.csv | Sub-Master Record | Product Accessories | Initial & Ongoing |
| 10 | Product_Alternates.csv | Sub-Master Record | Product Alternates | Initial & Ongoing |
| 11 | Kit_Components.csv | Sub-Master Record | Kit Components | Initial & Ongoing |
| 12 | BOM_Import.csv | Sub-Master Record | Bill of Materials | Initial & Ongoing |
| 13 | Product_Locations.csv | Sub-Master Record | Product Locations | Initial & Ongoing |
| 14 | Cost_and_Inventory_Settings.csv | Sub-Master Record | Cost and Inventory Settings | Initial ONLY |
| 15 | Inventory_AvgCost_QOH.csv | Sub-Master Record | Inventory QOH and Average Cost | Initial ONLY |
| 16 | Serials.csv | Sub-Master Record | Serial Numbers | Initial & Ongoing |
| 17 | Lots.csv | Sub-Master Record | Lot Numbers | Initial & Ongoing |
| 18 | EmailFaxCodes.csv | Value List | Email/Fax Defaults | Initial & Ongoing |
Contracts
- Contracts should be imported generally in the following sequence
| Order | Import Name | Import Type | Description | Usage |
| 1 | Contract_Headers.csv | Contract-Value List | Contract Headers | Initial & Ongoing |
| 2 | Product_Contracts.csv | Contract-Value List | Contracts by Product | Initial & Ongoing |
| 3 | Category_Contracts.csv | Contract-Value List | Contracts by Category | Initial & Ongoing |
| 4 | SubCategory_Contracts.csv | Contract-Value List | Contracts by Sub-Category | Initial & Ongoing |
| 1 | Vendor_Contracts.xls | Contract-Value List | Contracts by Vendor | Initial & Ongoing |
| 2 | Customer_Contracts.csv | Contract-Value List | Contracts assigned to Customers | Initial & Ongoing |
Transactions
- Transactions should be generally imported in the following sequence
| Order | Import Name | Import Type | Description | Usage |
| 1 | Invoice_Headers.csv | Transaction | Invoice Headers | Initial ONLY |
| 2 | Invoice_Lines.csv | Transaction | Invoice Lines | Initial ONLY |
| 3 | Invoice.Kits.csv | Transaction | Invoice Kits | Initial ONLY |
| 4 | Invoice.Serials.csv | Transaction | Invoice Serial Numbers | Initial ONLY |
| 5 | Manual_Invoices.csv | Transaction | Manual Invoices | Initial ONLY |
| 6 | Quotes_Orders_Back Orders_Shipping_Headers.csv | Transaction | Quotes/Orders/Shipping Headers | Initial ONLY |
| 7 | Quotes_Orders_Back Orders_Shipping_Lines.csv | Transaction | Quotes/Orders/Shipping Line Items | Initial ONLY |
| 8 | POHeaders.csv | Transaction | PO Header | Initial ONLY |
| 9 | POLines.csv | Transaction | PO Lines | Initial ONLY |
| 10 | AP_Open_Items.csv | Transaction | AP Open Items | Initial ONLY |
| 11 | AR_Open_Items.csv | Transaction | AR Open Items | Initial ONLY |
| 12 | Starting_Transaction_Numbers.csv | Transaction | Starting Transaction Numbers | Initial ONLY |