Importing Changes into NAM

Import Process

The import process adds transactions to the AGRIS system.
The import process sets a standard format for all records being imported.

General Steps for Import

File is created to add or update a record or document type in AGRIS. Fixed position or spreadsheet layout.
The file follows the defined map for each record type.
In AGRIS > Reports > Import Procedures > select the pre-defined import.
Almost every package already has a standard report of what the file layout must look like. Package > report Manager > document type report > standard reports > spreadsheet reports.
Verify the file location and file name.
Verify the reject file location and file name.Note that if you leave the reject file location and name blank, it saves the rejects back to the same place it started.
Verify your import settings such as alternate name ids and date control.
Select your printer (which should always be the spool).
Run the import.
AGRIS reads each record to determine what is being import, saves that record to a temporary import file, and then imports it into AGRIS.
If the record is rejected, then a copy of the record is saved back to a file (you determine in your setup) for you to determine how to handle later on.
An import report is created and printed that will display all records imported and rejected.
Review this report to determine how to handle rejects.
Fix the import file and re-import or manually key rejects.

Import Maintenance

Use Import Maintenance on the AGRIS > Maintenance menu to create and maintain import procedures.This option allows you to setup defaults for many different scenarios.
The import maintenance allows you to define a set of rules for this particular import such as:

Import File location
Import File name
Alt. Output File or Reject file location. Leave blank to use same location as Import file location.
Alt. Output File or Reject file name. Leave blank to use same file name as import file name.
End of Processing Option (how to handle rejects)The normal process is option 2) leave Rejected and Invalid Records
Use of alternate name id
Use of Current Processing Date for Out-of-range dates?If an invoice or ticket is outside your earliest and latest dates allowed, do you reject it or change the date on the document at time of import?
Report option (strongly recommend that this be set to 1) Always Print)
Output device (Strongly recommend that this be set to 5) Disk Spool File
Print Type

File Layouts for Imports

Every file imported into AGRIS must conform to a specific file layout. AGRIS > Maintenance > Import File Layouts > Each Document Type that can be updated has a map for the data to follow.

Reading File Layouts

Almost every import layout has an AGRIS Standard Report that is waiting to export out your existing data in the required layout to be imported into a dataset again.

The file name will always be AGEXPIMP, so you will know that it represents a file layout. Go to any package > report manager > select report type > standard reports > look for the file name if AGEXPIMP. That is an export setup to print in exact format of the file layouts for import.

The file can be a fixed position file (AGEXPIMP.FIL) where each field must start in an exact position.
The file can be a spreadsheet (AGEXPIMP.CSV) where each field gets its own column.

AGRIS > Maintenance > File Layouts for Imports

Below are the layouts required for importing name address records into the system. The same format is used to accept new name ID's or change existing name ID's. As you review the document below notice the , (#) and notices listed next to each field. These fields will identify / require certain rules when importing those individual data fields of a record.

Spreadsheet column or use Positions for fixed files
Note the special requirement need flags (look to bottom of layout for definition.
Len - represents how large the field can be
Type - represents the data type such as number or letter (look to bottom of layout for definition)
Comments – special notes about field.
Below – Update field/select option – how to only update a single field in a record and protect all other data.

The area highlighted above indicates the updated field selection for the NAMA1 record. This is a series of Yes or No indications that would look like this YYNNNNYYYNNNYYYNNNNNNNNNNNNNNNNNNNNNNNNN. By counting the column number that the data field resides and only answering YES for fields you wish to update you will be able to quickly and easily export and import data updates into your system.

Modify Function of the Import

There is a fast Modify that can be done on import files. It takes data in certain field and replaces it with other data. This allows you to change data without actually updating the file you are importing. It's usually used on invoices or receipts where we are importing from 3^rd party systems but the modify function can be used on anything.
In this example, we are going to use the Modify function to mass change the name id type.You have two options, A & B.A is Manual and B uses the Modify Function at time of Import

You can edit the raw file via text editor or Excel, depending on the file type you have to know exactly what position the data needs to be keyed in and be sure to not move any other fields around. In our example, we are talking about position 300 (Name Id Type) or column Y of the spreadsheet.

You use the Modify Function to Mass Replace data fields with the correct data.This option is much easier to use.It allows you to setup a overall override in the import procedure maintenance function.

Import Modify Function

1. Determine what import you are using. Maintenance > Import Maintenance Do not use a generic. When using Modify function, create a unique import.Select or insert an import.

2. Select the Modify button in the lower left hand corner.

3. The first time you go into Modify on each import, you must select a record type.Remember that the first 5-characters of each record being imported identify the record type and tell AGRIS what the rules & positions are for that record. So for our example, we are attempting to replace the PS invoice type on the ACRI0 record.

4. Then you will pick the record type that you want to edit.Every field that is on that record type will display. We will select the invoice type which is in position 89.

5. Then you fill in the old value and the new value. Note that you can also place a wildcard in the Old Value so it picks up everything and replaces with the new field.Or you could leave it blank and only blanks would have their data replaced.This is a function that allows you to replace any field on any record type at the time of the import.NOTE: The field only replaces if the record imports. If it rejects, then the old data is still there.

6. Now re-import using the modified import procedure. It will import and replace the D type name id with the Z type, as this example called for.

Using Imports to Mass update Names

Examples of Name Address exports include the following:

- Finance charge table update
- Miscellaneous NAME ID fields like customer type, mailing flag or producer vs. patron.
- Change the default sales person assigned
- Updating credit limits
- Adjusting the default discount tables per customer
- Assigning new AR or AP terms
- Adjusting taxable flag status
- Change NAME ID type

The best way to explain this functionality would be to present a real world scenario. In the following example "Joe" the user has been tasked with updating the AGRIS system to do a credit freeze for any customers that have an aged balance greater than 90 days old.

Always make a copy of the production dataset and log into that dataset prior to working on import export reports!
Create a user-defined report based off the standard name/address export spreadsheet NAM > Reports > Report writer > insert > standard > Name/address Export spreadsheet
Changes will need to be made on the following screens:

Name the new report something that will be easily identifiable.
Value selection criteria page – Selecting account only 90 days or greater by entering a 3 = Greater than.
Additional options page – To mark the Print Comments, Product license numbers and relationship info to "N"= No
Report Designer Screen (detail line #1) –NAMA1- Adjust the first forty Yes NO flags to all NO except the Sales Credit Limit. (see reference of which field based on column count on the Name Address import File layout report)

Report Designer Screen (detail line #1) NAMA2 – Adjust the second 20 Yes NO flags to NO.

Once changes are complete you can save and run the new User Defined report and review the results. In this case it is a fast easy adjustment to take all Sales Credit Limits to Zero will be as easy as a drag of the mouse to populate the column with a zero balance.
Once changes are made and reviewed you may now bring save the CSV file and prepare to import using the standard import format found under Reports\ Import Procedures. If you have rejects from this process the following are suggested steps to identify why a rejection occurred.
Review the Name Address import log for rejection codes and reasons.
Double check the number of No's and Yes's are accurate for your import. In the case above the import required a "Y" at the 35^th position of the 40 YN's.

AGRIS Customer Documentation

Name Address Importing