Import Opening Balances

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Before importing opening balances into Jim2, the data must be prepared first. The following is an explanation of Jim2 Debtor and Creditor fields within the respective templates.

Always test importing data in the Training database first!

Happen provides a spreadsheet template that can be used to import data into Jim2, so please contact support@happen.biz to obtain it.

Quality

It is very important to get the data right at this stage – the correct spelling, the look required, all the records verified. It is a lot easier and quicker to amend it now in a spreadsheet than later when it is in database form.

Field	Description/Use	Data Type	# of Chars	Example
Type	Debtor	String	9	Debtor
Record Type	Invoice or Credit	String	7	Invoice
Comment	Enter relevant information here	String	10	Credit for overpayment
CardCode	The Jim2 customer card code	String	10	ADV.KNOW
Your Invoice No	Invoice number from old system	String	-	986013
Date	Date of invoice	String	-	15/09/2018
Amount	Amount of invoice	String	$0	54.95
CustPO	Customer purchase order from old system	String	15	7689 This field is irrelevant and won't import into Jim2, however it will still need to be mapped as below.
Due Date	Invoice due date	String	-	15/10/2018

When entering numbers that have a leading zero in some columns, to ensure Excel does not trim off the zeroes, set the column format to Text.

Save the template as a spreadsheet file (XLSX).

It is best when doing the import (for speed and good database practice) to choose a reasonably quick machine/server and not have users actually logged on to the database. It is not necessary to log all users out, however.

On the ribbon, go to Tools > Import Data.

Select Opening Balances for the import destination, then click Next. Choose the spreadsheet file created, then click Open source file.

Click Next and the Map fields screen will display.

Map Source Field Name to Destination Field Name as above.

Click Next, then Load data to grid from source.

If data has been entered and mapped correctly, a confirmation that the data test was successful will appear.

Click Next, then Import Data and Close.

Field	Description/Use	Data Type	# of Chars	Example
Type	Creditor	String	9	Debtor
Record Type	Invoice or Credit	String	7	Invoice
Comment	Enter relevant information here	String	10	Purchases brought in
CardCode	The Jim2 customer card code	String	10	COMP.WHOLE
Supplier Invoice No	Supplier invoice number from old system	Integer	-	12345
Date	Date of purchase	String	-	1/09/2018
Amount	Amount of purchase	String	$0	50.45
YourPONo	Purchase order number from old system	String	15	6789
Due Date	Invoice due date	String	-	1/10/2018

Map Source Field Name to Destination Field Name as above.

Click Next, then Load data to grid from source.

If data has been entered and mapped correctly, a confirmation that the data test was successful will appear.

Click Next. Click Test Data, then Import Data and Close. You will not be able to proceed until the data test is successful.

Further information

Import Non Report Groups