Data Import/Export Tool

This utility can be used to merge data from one or multiple companies that use Texada SRM software into another existing company also using Texada SRM.
It can be useful to consolidated companies if one rental business purchases another rental business when both use Texada SRM software.

Working in the 'From' or source company, the current mapping of each of 11 tables can be exported to a spreadsheet where the key value in each spreadsheet can be modified if necessary to avoid duplicate or conflicting records coming from different companies.
The adjusted table mappings can then be saved in a 'tab-delimited' text file and imported for use in re-defining the data that will be exported from the 'From' company.
Still working in the 'From' company, the actual data files can now be exported respecting the new table mappings.
Then in the 'To' or target company, the data files can be imported to update the consolidated company without conflicts or without replacing any existing records.

CURRENT COMPANY

The company name currently accessed is displayed followed by the three character company code in brackets.
This is information only to identify whether it is the 'From' or the 'To' company being accessed in the session.

DATA DIRECTORY

This is the data directory for the Current Company and is displayed for reference only.

SERVER WORKING DIRECTORY

Enter a mandatory directory where the actual exported data files are stored on the application server.
e.g. C:\TEMP

ACTION

Select one of the following actions:

• Actions in the 'From' or source company include:
  • Export Mapping Table To Excel
    First select this option to generate an Excel spreadsheet of the data records in the table selected in the Data Files field.
    Only the columns labelled New XXX (where XXX is the table key) can be modified in the resulting spreadsheet, to 're-map' that record to a different name/number/code.
    This is useful if there is a conflict or duplicate use of that key between companies, or even just to change numbers.
    All other information exported to the spreadsheet is only for reference to provide perspective in identifying the table key.

    e.g. In 'Customer Mapping' only the NEW CUST# and NEW ALT CUST# columns can be changed.
    This allows customer numbering to be adjusted if both the 'From' and 'To' companies have used some of the same numbers.

    When a different value is entered in the New XXX column, this indicates that the record should be 'remapped' to cause records in other tables to respect the new value.
    For example if a customer number is remapped in 'Customer Mapping' by changing the NEW CUST#, then when the data is exported using the Export Data To Working Directory action, the files now reflect the new customer number in associated data such as documents, aging, sites, etc.

    Skipping Old Records

    In the Customer, Vendor, Site, and Product mapping tables if DELETE is entered in the New XXX column of the spreadsheet, the record and associated records will be excluded from the Export Data To Working Directory.
    This can be useful to cull old data records that should not be copied to the new 'To' company.

    Note: If DELETE is entered and the Customer or Vendor has an open balance, open document, or the product has a quantity On Hand, the export will fail and the Export Data To Working Directory action will be aborted.

    This delete feature does not apply in other tables.

    When changes are completed, save the data in a tab-delimited text file in preparation for re-importing the new mapping.

  • Import Mapping Table From Tab-Delimited Text File
    Once the re-mapping is completed, select this option to import the mapping changes saved in the tab-delimited text file from the Export Mapping Table To Excel action, for the table defined in the Data Files field.
    Only the key values in the table labelled as New XXX (where XXX is the table key), are imported into the database table.

    Select a File to Upload can be used to find and import the appropriate source file.

    Once a table has been imported, the changes can be reviewed in View Mapping Table Values by clicking the DETAILS button at the bottom.

    Note: This Import Mapping Table From Tab-Delimited Text File action replaces the entire current map for that table.

    Errors:

    Invalid values, column re-ordering, or other column changes, are not accepted and the import of the table is aborted.

  • Export Data To Working Directory
    When the mapping is complete and is re-imported, select this option to export the data records associated with the table selected in the Data Files field to the Working Directory.
    The exported files are PRO-ISAM files and reflect the Import Mapping Table From Tab-Delimited Text File of the tables.

    Each file is given the suffix of the 3 character 'From' company code, so if files are being exported for multiple companies having the same company code, use different directories/folders to store them.
    Some files such as 'Asset Tags' and 'Warehouse receiving transactions', are given a prefix of a 3 character code to avoid re-mapping each record individually as explained in the Link Record Prefix field below.

    Note: For products, only products with an On Hand quantity are exported to avoid including sold or discontinued items and only open active documents are exported.

• Final action in the 'To' or target company:
  • Import Data From Working Directory
    This is the final action in the export/import data process, and the only action on the 'To' company.
    This action cannot be "undone" so confirmation to proceed is required.
    If the 'To' or target company is on a new server, the Export Data files need to be moved to the new server in order to import them.

    The Import Data From Working Directory action does not delete any existing records. It only adds additional records from the Export Data if there are no conflicts.

    Errors:

    If any conflicts or overlaps occur the import process fails.
    The import is aborted, and an error report is generated using Information.

    The only exception is when importing Customers and Vendors, as duplicates could be valid if the two rental firms had serviced the same customer, or ordered from the same supplier.
    The outstanding A/P, outstanding A/R, and open contracts will be merged.
    If any conflicts or overlaps occur for Customers and Vendors, the resulting Information window reports on the duplicate records, and the option to continue with the import or abort is provided.

    Note: This does not merge name and address information, so some manual checking is required.

DATA FILES

Select one of the 11 data tables for the Action selected and explained above.
Each table needs to be processed through the four Actions:

1. Export Mapping Table To Excel
2. Import Mapping Table From Tab-Delimited Text File
3. Export Data To Working Directory
4. Import Data From Working Directory

Note: It is important to import the final data in a logical sequence to link the tables properly (i.e. Customers before Customer Sites, or Customer Balances).
The sequence of the tables listed in the drop-down list would be a reasonable guide.

COMPANY CODE

This is the 3 character company code associated with the tables being exported or imported.
This field can only be changed for the Import Data From Working Directory action.
The company code for the tables to be imported must be entered, as there could be data from multiple companies ready to be imported.

This field displays the code for the Current Company for Export Mappings, Import Mappings or Export Data, and cannot be changed.

LINKED RECORD PREFIX

This field only applies to the Export Data To Working Directory action, and can be used to assign any 3 character code to be used as a prefix for data exported from this company.
This is useful on tables such as Asset Tags and Warehouse Receiving Transaction, rather than re-numbering or re-mapping each record when multiple companies have used the same numbers.

This field displays the code for the Current Company for Export Mappings, Import Mappings or Import Data, and cannot be changed.

ALLOW DOC# WITH NON-DIV PREFIX

This parameter applies when documents have been numbered using the division code as the first three characters of the document number (i.e. Contracts, Work Orders, etc), and the 'Division' table is remapped to new division numbers causing associated documents to be renumbered too.
e.g. If division 3 is changed to division 55, then document# 3003495 would be changed to 5503495

Check this box if the document numbers should be accepted even if they do not all match a valid division.
Uncheck this box if the first three characters of the document must match a division, and to cause an error to be thrown for documents that do not conform.

Finished?

Click ACCEPT to proceed with the export/import action or CANCEL to abort.

Refer to the notes on Errors in the Actions for details on problems preventing that specific action from being completed.

ACTIONS:
Additional actions provided by buttons on the Data Import/Export Tool screen include:

• Review Mapped Tables:
  In the 'From' or source company after Import Mappings has been done, click the DETAILS button to view the table changes that have been re-mapped and re-imported, as outlined in View Mapping Table Values.

• Review File Mapping Values:
  In the 'To' or target company after the Import Files has been done, click the MAP FILE button to view the table mapping showing any Old/New value changes.
  This information can be useful addressing Data Base issues and queries.

• Review Any Database Discrepancies:
  If the columns in the export files do not match the filedefs in the database tables, the Transfer Tools will not run.
  Click the CHECK FILES button to verify that filedefs match or to identify and list any mismatches.