Importing Documents in Rise Accounting and Rise School Management

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Overview

Here you will learn how to import documents into the system. Using the Getting started tool, you can now import supplier invoices instead of opening balances. This new functionality saves time and speeds up the onboarding process into the system.

For the purpose of this article, supplier invoices will be used.

Accessing Importing Tool

To access the importing tool:

  1. Go to Quick Menu.
  2. Select Getting Started under Tools.
  3. Click the button with two arrors next to Import lists and documents.
  4. Select Supplier invoices (accounts) in the What do you want to import? field to start the importing process. The reason we select supplier invoices (accounts) option is to allow us to import the invoices as well as the Accounts Payable accounts.


Getting started supplier invoice.png


Preparing Excel Spreadsheets

To import supplier invoices, they should all be recorded in an Excel spreadsheet. Prepare the Excel spreadsheet bearing in mind the specific rules:

  • This spreadsheet should be saved in a csv format.
  • Some laptops save a csv with a semicolon (;) as a separator but for importing purposes please make sure that it is saved with a comma (,) as a separator. To change the separator simply open the csv file using notepad, highlight the semicolon, go to edit and select replace, enter the semicolon in the FIND section, then enter the comma in the REPLACE section. You can save it normally and this will automatically fix the csv file as well.
  • The Excel spreadsheet should have different columns for each attribute that is part of supplier invoices in the system.
  • Each inventory item should occupy 1 row of the spreadsheet.
  • There are certain fields that can be identified in the importing tool screen. These include: GL accounts, preferred supplier, costing method, inventory category.
  • If an item is taxable or the discount is taxable, use True/False in the Excel spreadsheet to identify it.

Once it is ready, make sure it is saved as a csv format and it is closed before importing.


Spreadsheet.png


Attributes in Supplier Invoices


Attributes in the Supplier Invoices .png


Importing Documents

Important Buttons:

  • Prepare Data – once the file has been selected and mapped to the system attributes of an inventory card, this button will check if there are any errors.
  • Load Field Mapping – there are 2 options for this button:
    • Load Default – this will allow you to save your current mapping as a default.
    • Load from File – will allow the Rise SA team to create the mapping and send it to the clients. Then the client can import the mapping.
  • Save Field Mapping – there are 2 options for this button
    • Save to Default – this is to save your settings in tabular section that are already mapped. This will help you in not having to map every time you upload data but your file should follow the same structure.
    • Save to File – this will download the current mapping and save it in your laptop’s download folder as an mxl type file.
  • Reset Field Mapping – this will clear all the mapping that has been done.
  • Show CSV and Mapping – this will open the window where you are able to see the excel spreadsheet and map it to certain attributes.

Important Indications:

After selecting the supplier invoices (accounts) option in the Getting started tool, a pop-up window will appear showing all the attributes and details of the importing tool.

  1. In the What do you want to import? field, select the object that you would like to import. In this case it will be Supplier invoices (accounts).
  2. If the file has a header, select the The first row of my source file contains headers check box.
  3. Make sure that the date format in the file is the same as the date format requested. It should have the same separators and the same positions for the date, month and year.
  4. Indicate how the system should treat rows that already exist. There are 2 options: Ignore record or Update existing record.
  5. To indicate that the system should ignore blank records, select the Ignore blank fields check box.
  6. Click Choose File for Import > Select from disk, select your file and click OK. Make sure the file you select is in a csv format.


Mapping.png


Mapping Spreadsheets to Document Attributes

After selecting the file to be imported, a pop-up window will appear giving you the opportunity to map the spreadsheet to the attributes in the inventory card. This window will look like your Excel spreadsheet file.

1. Double-click the first row for each column to map it. This row will initially say Choose field and after it is mapped it will have the attribute name.


Choose field 1.png


2. When you are done mapping all the spreadsheet to the attributes, click Save and close. To access this window later and make changes, click Show CSV and Mapping.

3. There are some attributes that cannot be mapped to the spreadsheet column and must be indicated manually in the importing tool screen. If the file has different attributes above for each item, then these need to be written in the file in the exact same way they are recorded in the system. To map these fields, go to the importing screen and in the highlighted line for each field double click the Default Value to select a value. 4. GL Accounts – these accounts should be selected straight from the importing tool screen.To map these fields, go to the importing screen and in the highlighted line for each field double-click the Default Value to select a value. This will open up the Chart of Accounts list and you can select the account that you wish.


Chart of accounts 1.png


Checking and Importing Data

1. When you are done linking all attributes, click Prepare Data to check if there are any errors in the mapping. Any errors will have a message at the bottom and will be indicated in red. Only the header should be in red as it will not be imported. If you have selected the file has a header option, the system will automatically untick it from the importing selection. If everything is okay, it will be automatically selected. If you would like to clear any, you can do it.


Data check.png


2. Once you have selected the counterparties to import, click Check Data. If there are any errors, it will also be shown here in the failed section.

Failed 1.png


3. If there are no errors, click Back to Data Preview. This will take you back to the checking page where you will now see the Import data button in yellow.


Import data button.png


4. Click Import data. The system will give you statistics of how many have been imported and how many failed.

Checking Imported Information

Once the importing is done, you can click You can check the results here to open up the supplier invoice list.

Alternatively, you can go to Purchases and select Supplier invoices to open up the supplier invoice list.