Data Import Utility

Use the Data Import utility to bring records from outside sources into the Deltek database.

You can import the following types of data:

• Data Entry: Create transaction files for review and posting, including Timesheet, Journal Entry Units, Prints and Reproductions, Miscellaneous, Accounts Payable Voucher, and Fixed Assets System (FAS) transaction files. When you import transaction (data entry) data and check its validity, you can then post it as you would any other transaction entry batch.
• Hubs: Update existing records or create new records, including Clients, Contacts, Leads, Marketing Campaigns, Opportunities, Employees, Projects, Firms, Accounts, and Custom tab fields and grids.
• Historical Data — Populate a new Deltek database.

Data Import Actions

When you import a record, Deltek:

• Brings the record into the Import utility.
• Validates the record against your database and configuration, checking it for errors.
• Displays a count of the number of rows imported (labeled Input Rows).
• Imports all valid records into Deltek.
• Leaves any non-valid records in an error table for review, correction, and re-validation.

Considerations in Using Data Import

You can run the Data Import utility yourself. However, Deltek strongly recommends that you discuss the process with a Deltek representative before you begin.

You may also need help from external system vendors, for example ADP or Equitrac.

To access all of the record tables from this utility, you must contact your Deltek representative for a password.

Before you begin importing data, you should:

• Discuss your enterprise's work breakdown structure with your Deltek representative.
• Determine which transaction types to use.
• Organize and map data into the correct format.

Field Inclusion and Order When Importing

The Import utility allows you to determine which fields you want to import and their sequence. Certain fields are required. If you do not include a required field, Deltek displays a message on an error report to alert you.

Deltek Tables

You use Deltek tables to update and correct invalid records. Contact a Deltek representative for more information.

Import Excel Files

To import an Excel file, save the Excel file as a comma-delimited text file. Then import the Excel file with the same steps you use to import a text file. This can be a comma-delimited .csv file or a tab-delimited text file.

Update Existing Records

To update existing hub information, select the Allow updates option on the Main tab of the Import Utility form. This option only applies to individual hub records.

If you are updating an existing record, you need to map the key field (for example, Employee Number) and the fields that you are updating. Include only those records in the source file that have a value. If a blank is found in the source file, the blank is imported over the data currently in the field.

Data Import and Multiple Companies

If you use multiple companies, any updates that are made to employee records only apply to the employee's Home Company record. If the employee is associated with multiple companies and you need to update an associated company record, you must temporarily assign it as the Home Company. After you complete the data import, you must reassign the Home Company to the original value.

Employee Import

How you import employee data depends on the Deltek modules your company has activated:

• If either the Accounting module or the CRM+ module is activated, use the Data Import utility in the desktop application (Utilities > Utilities > Data Import). In this case, you cannot use the browser application to import employee data.
• If the Resource Planning module is activated but neither the Accounting module nor the CRM+ module is activated, use the employee data import options on the Imports tab of the Integrations & Imports form in the browser application (Utilities > Integrations & Imports). In this case, you cannot use the desktop application to import employee data.
• If the CRM module is the only activated module, use the employee data import options on the Imports tab of the Integrations & Imports form in the browser application (Utilities > Integrations & Imports). In this case, you cannot use the desktop application to import employee data.