MUNIS Custom Import

I am trying to export some data from MS Access to MUNIS.

Unfortumately, they have just started using MUNIS and no one there seems to be able to help me much.

All they could give me was a link to the following:

http://help.munis.com/v75/ap/Content/Popups/Import_ASCII_Invoices__Custom_Import_Option.htm

So I started creating a table in MS Access with field names like the following:



The goal is to create a table that I can export payment information into, then creat a data specification file to export a text file that can later be imported into MUNIS.

My problem is trying to visualize what the format of a sample import text file should look like if I use one line for the invoice, or if I use mulitple detail lines.  

I'm hoping someone can look at the link and tell me what a sample import file should look like using delimiters. For the sake of brevity in your response, it not necessary
to include any fields that the specification states are not absolutely necessary. Also, the MUNIS specification appears to allow the client to add new vendors through
the import process, but this functionality will not be necessary.

Date: 08/25/10

Joe’s Bar and Grille
100 Main St.
Boston, MA 02102                  Vendor # 123      Invoice #101

 
Beer      150.00         
Wine      650.00         
Food      300.00         
Total      $1100.00       

Date: 08/26/10

Joe’s Bar and Grille
100 Main St.
Boston, MA 02102                  Vendor # 123      Invoice # 102

 
Beer      400.00         
Wine      120.00         
Food      600.00         
Total      $1120.00       


Date: 08/27/10

Mom & Pop Pharmacy
150 Main St.
Boston, MA 02139                  Vendor # 321 Invoice # 103

 
Alka-Seltzer      150.00         
Tylenol      80.00         
Pepto-Bismal      220.00         
Total      $450.00       
medirateAsked:
Who is Participating?
 
Jeffrey CoachmanConnect With a Mentor MIS LiasonCommented:
Although I am still not quite clear on what this system is ultimately needed to do, ...

Is your main question here "architectural" ("How do I design this"), ...or technical (How do I create a text file specification)?

If what you posted is a sample of some actual source Data, then this will have to be "Parsed" to something like this:
tblSales:
InvoiceID (Primary Key)
SaleDate
CompanyName
CompanyAddress
CompanyCity
CompanyState
CompanyZip
VendorNum
InvoiceNum

tblLineItems
LineItemID(Primary Key)
InvoiceID (Foreign Key)
ItemName
ItemPrice

Now, this is just a basic framework.
Depending on what you ultimately need and your business rules, you may need to create Customer Tables, product Tables, ...etc

So again, if what you posted is a sample of the source data, then a great deal of work needs to go into converting it into a standard database (table) format


JeffCoachman
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Jeffrey CoachmanMIS LiasonCommented:
Is contacting MUNIS directly an option.
(they should provide free support for new users...)
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medirateAuthor Commented:
Hi Boag2000:

Thanks for responding.

I'll ask my contact if I can contact them directly. What is happening now is that I send her a question, she sends it to their IT department, who then sends it to MUNIS.  It's been almost a week and I haven't heard back from my first inquiry as to whether they had a sample file.

I get the feeling that they told me they needed a wheel, but then forgot to tell me whether its for a cart, a truck, or a plane. I agreed to this at a fixed price, and I certainly don't want to build a custom wheel  only to have them tell me its too big, too small, too shiny, etc.

So is it just me, or does looking at the MUNIS link raises questions in your mind as well as to how the import file should be formatted? Should I simply advise them the documentation is ambiguous and/or inadequate and insist on:
A. Direct contact or
B. a sample file?
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medirateAuthor Commented:
Thanks Jeff,

I was trying to get an idea of the final output file. For instance, using the first invoice,does the comma delimited file at the end look like something that could be imported into MUNIS given their specifications. I've shown the interim steps,although I haven't quite put them together yet:
 

MUNIS-Export2.JPG
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Jeffrey CoachmanMIS LiasonCommented:
I have only dealt with a small portion of MUNIS.

Since I don't know how the output file is structured, or how MUNIS needs to see this data, ..I can't make any definitive statements.

But if you are asking if that entire text string can be brought into "MS Access" and be automatically split among 3 tables, the answer is No.

JeffCoachman
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medirateAuthor Commented:
Thank Jeff!
I did find an error in the MUNIS documentation and have asked them to correct it. I appreciate the time an effort you put into this and will award you the points.
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medirateAuthor Commented:
I didn't get a full answer to my question, but this is not the fault of anyone on this board. MUNIS needs to update their documentation.
Boag2000 was a great help and I appreciate the time and effort he placed investigating and answering questions.
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Jeffrey CoachmanMIS LiasonCommented:
Thanks

Remember that even though this Q is closed, you can still come back here at any time and post the solution, or any updates...

;-)

Jeff
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