[IM] Tips for Using the Import Module

Below are some general tips that may be helpful when using the Import module. 

1. A collection of online training videos is available through the Viewpoint Academy. If you are new to importing, these may be very helpful: Introduction to Vista Imports

2. Preparing for an Import Template

   Before creating a new import template, first enter a record manually in the relevant form (for example, AP Transaction Entry for AP invoices). This helps you understand how the data should be imported.

   • Any fields required during manual entry are also required during import.

   • Fields that default during manual entry should also default during import.

   • If you’re unsure how to set a field, choose Use Viewpoint Default on the Template Detail tab.

   • For Batch Month fields, it’s usually best to set them to Prompt on Import rather than relying on dates in the file.

3. Working with CSV Files

   CSV files are easy to edit in Excel, but Excel can change your data in ways that cause import issues:

   • Excel removes leading zeroes, which can affect Jobs, Phases, GL Accounts, and similar fields.

   • Numbers may be converted to dates or scientific notation.

   • The file must be closed in Excel before importing, or the import will fail.

4. A CSV file is a plain text file. To see the data exactly as it will be imported:

   • Right-click the file and open it with Notepad.

   • Notepad will not change formatting or remove leading zeroes.

5. Common CSV Issues

   • Extra commas in a file are a common problem.

     • Vista always treats commas as column separators.

     • Quoted text does not protect commas from being treated as delimiters.

   • Open the file in Excel and use Find (Ctrl+F) to locate extra commas.

     • Remove them or replace them with a space.

   • In Notepad, extra commas often appear as fields surrounded by double quotes.

6. Import Testing Tips

   • When testing a new template, start with a small number of records.

     • This makes errors easier to find and fix.

7. Understanding Import Errors

   • Errors like “Error converting varchar to numeric” or “Error converting varchar to datetime” usually mean text is being imported into a number or date field.

     • Check IM Work Edit for invalid or unusual values.

   • A misplaced comma can shift fields and cause these errors.

   • Em dashes (–) do not import correctly into Vista.

   • If you receive a duplicate key error:

     • Change the Direct Import Type to Update Only on the Info tab of the import template.