Migrating Data into Acumatica

In a previous post, I talked about my move from a Microsoft Dynamics GP consultant to an Acumatica consultant. In this post, I’ll continue to share what I have learned while making the switch. This time it's about migrating data to Acumatica.

Take the next step: Download the Whitepaper, "What Acumatica Customers Want…and Get"

When I was working with Dynamics GP, I did not perform the data migrations myself. With Dynamics GP, migrations are done entirely in SQL Server, so this chore was always handled by an in-office expert who specialized in back-end SQL work. However, when I switched to Acumatica, my trainer assured me that the tools in Acumatica are designed to empower every consultant to do his or her own data migration. While there is a learning curve, the process is not too difficult. Over Skype, my trainer guided me through the entire process assuring me that my client’s data was never in danger even during my initial foray.

  • Recommendation #1: To ensure that your data is not jeopardized, take a screenshot of your data before you begin your migration, that way you’ll be able to restore it all if necessary.


The next step, after protecting your data, is to be sure the data is correctly formatted for import.  I exported the data to Excel so that I could make any necessary format changes.

  • Recommendation #2: Export the blank fields from the screen that you want to import along with the other data. This will provide a base template, and you can easily hand a copy to your client and allow them to populate the fields.


Now it was time to navigate to the Data Providers screen. This is the foundation of the import. The Data Provider is a form used to create a provider for allowing Acumatica to pull outside data into the software. In this screen, I was able to upload the file I’d be using for the data migration into Acumatica.

  • Recommendation #3: Make good use of the ‘save’ button.


Once the file was attached, I had to choose the appropriate sheet inside my Excel file to map the selected data in the next step of the data migration.

Now things were a just bit more involved as I started building on how this data would be read by Acumatica. The Import Scenario screen maps the specific field that your data will point to. On the Import Scenarios screen, I named and mapped the fields inside Acumatica back to my data spreadsheet. This is a bit tricky, but my trainer talked me through it and provided me with an import scenario script which made it visually clear how it should work. The import scenario script was tailor-made to fit my client’s import file. Looking at the window that was going to receive this import allowed me to map the data correctly.

Now I was ready to take the final step in the data migration process using the Import by Scenario.  This was the moment of truth. I held my breath as I opened the Import by Scenario screen and selected my import script. I prepared the file I had created on this screen and clicked import. The import process started, but very quickly it stopped! Oh no, what was wrong? I got an error message about a wrong zip code. I returned to my Excel spreadsheet, fixed the offending zip code, and relinked it to my upload. I later found out that it is possible to make the edits in my Import by Scenario screen and save the data corrections. After a couple more beginner errors, I was thrilled to see all of my customer data successfully imported into Acumatica.

  • Recommendation #4: Take the time to understand all of the data fields and data structure before uploading the data.


This was pretty good for a rookie, but I was really thrilled when I was able to add information to my vendor file and uploaded all my vendors’ data, error-free, in one try, without any glitches.

My trainer was right; it wasn’t too difficult. Using the Acumatica import tools for data migration, I was able to migrate all my data without the help of an SQL programmer.  And that was just the beginning. Now, with my Acumatica experience growing by leaps and bounds, I’m ready to train clients on the software and answer their questions. Stay tuned for more firsthand experiences of switching to Acumatica.

Take the next step: Download the Whitepaper, "What Acumatica Customers Want…and Get"

By Steve Ratner, sratner@nexvue.com

NexVue Information Systems, www.nexvue.com




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