Exact Globe+

XML-Server: Process Flow Importing XML files

Menu paths

XML ➔ Financial import
XML ➔ Logistic import
XML ➔ Other import

Introduction

Importing data is a quick and efficient way to get your data into your administration. In Exact Globe Next importing data can be started up via XML. In here you have the option to import financial, logistics, and other data. Within these main categories you have the following data that can be imported:

Roles and rights

You must have access to the XML > Financial import > Financial entries menu path and the following rights to import financial entries:

To import sales entries
To import purchase entries
To import general journal entries
To import bank/cash entries

Financial import

General ledger accounts
Accounts payable
Accounts receivable
Financial entries
Transactions (processed entries)
Budgets
Exchange rates
Assets
Contracts

Logistic import

Items
Item prices
Serial/batch
Sales orders
Sales invoices
Purchase orders
Quotations
Internal use

Other import

People
Payroll component
Projects
Payroll data
Accounts
Payroll entries
Absence
Hour entries
Results
Integrator
Validate

Depending on the type of licenses that you have, you might or might not be able to access all of the access points listed above. The XML import function will be explained using Accounts receivable as an example. You can access the Import – Debtors screen via XML ➔ Financial import ➔ Accounts receivable. Almost all other screens are the same. However, not all features explained in the next sections are applicable to every access point listed above.

Before importing, ensure that you have checked the XML Server settings of your administration. Also, make sure that your XML file is approved according to the Exact XML scheme. If this is not the case, please follow the steps in How to map a XML file to the Exact Schema.

What version are you using?

The information in this document is applicable to product update 410 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I import data via XML?

In the Import screen, define the fields.
Click Finish.
A brief summary of the import results will be displayed in the Result screen once the processing has completed. You will be able to know the number of records that were accepted (successfully imported) and rejected. You can view the rejected records in detail by selecting the Note icon at the right end of the Messages field. An error log will be generated and stored in the “my documents” directory on your C:\ drive. You can directly print the error log.

Note: The results of all imports can also be checked via XML ➔ Other import ➔ Results.

Fields

File

Select the location of the file. The default value is the path to the last successfully imported file.

e-Synergy URL

Users with an Exact Synergy Enterprise environment can select their Exact Synergy Enterprise URL to import data. The URL must always begin with "http://" or "https://". When this option is selected, the Data and Include sections are enabled. Note that it is not possible to import financial entries using this option.

Other URL

You are also able to download an XML file from another URL. For example http://www.lycos.nl/centraldata/debtors.xml. When the Other URL option is selected, the options Last modified and All in the Data section are disabled. For more information about this function, see Import XML from any URL (Synergy or non-Synergy environment).

Network users

With this option selected, you can import personal data. This option is only available via XML ➔ Other import ➔ People.

Data section

This section is available only after you have selected the option e-Synergy URL. Data can be imported via the following options:

Last modified - Select this option to import data which has changed since the last successful import.
All - Select this option to import all data from the selected URL.

Include section

This section is enabled only if you have selected the option e-Synergy URL or Other URL. Images, notes, and free fields linked to the data that you want to import will also be imported if you have selected these options.

Filter section

The filter section is available only if you have selected the option e-Synergy URL in combination with the All data option from the Data section. In the Filter section, you can import data from e-Synergy based on certain codes or a date range. If you select a certain “date modified” range, only the debtors that have been modified in that date range will be imported.

Type section

This section is available only if you are importing project data at XML ➔ Other import ➔ Projects and if you have selected the option e-Synergy URL in combination with the All data option from the Data section. By default, all types of project data are selected for the import unless specified such as Internal, Fixed, Time and material, Training, and Production.

Status section

This section is available only if you have selected the option e-Synergy URL in combination with the All data option from the Data section. However, to import data with specific statuses only, select the check box(es) next to the Active, Blocked, Inactive, Pilot, Reference, and Passive statuses. The types of statuses listed in the Status section change and may be preselected by default, depending on which entry point you are accessing the XML functionality.

Exclude section

This section is available only if you have selected the option e-Synergy URL in combination with the All data option from the Data section. This section is applicable only when importing accounts receivable.

Main division

When this option is selected, only debtors with the following criteria will be imported:

The debtor recorded in Exact Synergy Enterprise should be linked to a division that matches the administration number of the Exact Globe Next administration which you are importing in.
The administration number does not match the main division of that relation. This can be checked under the financial section of the account card.

Options section

This section is available only if you have selected the option e-Synergy URL in combination with the All data option from the Data section. The Synchronize option is available only when importing Payroll data or Payroll entries. When it is selected, the salary data will be synchronized with the imported files.

Update section

This section is available only when importing items. When the Price list assortments check box is selected, the system will verify if the combination of the assortment and price list already exists. If it exists, the item is added to the price list. If not, the item will not be added to any price list. This validation will not be carried out if the Price list assortments check box is not selected for the import.

This validation only applies for XML and not for CSV.

Checks section

This section is available only for the XML ➔ Financial import ➔ Financial entries and XML ➔ Financial import ➔ Transactions menu paths. Select the Create master data check box to create the following master data if it is not found in the database:

General ledger
Debtor or supplier
Cost center
Cost unit
Item
VAT code
Payment condition
People
Project code
Warehouse
Currency
Your reference

If the Create master data check box is not selected, the master data will not be created if it is not found in the database. Thus, no data will be imported. This option is only available for the financial entries and transactions. With this option, you can create the master data when you import the financial entries and transactions in the XML format.