Administration Guide
3.8.4 - Importing Projects, Activities and Tasks from Tab-Delimited Files

If your office does not use the QuickBooks accounting package, you can still import project, activity and task information using that application's data format by creating a tab-delimited spreadsheet within Microsoft Excel. To manually create a project import file, open a new spreadsheet within Microsoft Excel and enter the following table information:

Microsoft Excel project import format

Or, you can download and save to your computer this pre-made import file, which provides the import example contents shown below.

The !CUST data block will contain all information for the project records to import, with the !INVITEM containing all activity and task records to import into the created project records. As described above, all activities and tasks included as INVITEM records will be imported into an automatically created QuickBooks Template (which can be renamed as you prefer), with the imported project records assigned to use that template.

The first table row in each data block contains header information which Senomix uses to identify the data items for import, with the rows following that header containing the project, activity and task information to be imported. Note that the first column of the spreadsheet data rows will always contain the text "CUST" to indicate project records or "INVITEM" to indicate activities and tasks, with the first row in each data block containing !CUST or !INVITITEM (with a !) to indicate that the following lines of data correspond to the identified information type.

Your project, activity and task information can be entered into each row of the spreadsheet under the appropriate column headers. The REFNUM value must be a unique number for each imported record, with the recommended value being a simple numbering 1...n for the individual rows. The BADDR1, 2, 3, 4 and 5 columns (which import mailing address information) can be left blank within the project data block, but the headers must be included in the import file template. The text "SERV" must appear in all item rows under the INVITEMTYPE column.

Tasks are identified as belonging to an activity by appending the task's name to that of the activity, with the values separated by a ":" character (with no spaces). For example, the NAME "Analysis:Database Analysis" would create the task "Database Analysis" under an "Analysis" activity.

If the activity and task billing codes you wish to use with imported projects are already contained in your Senomix system, you can import individual project records in the !CUST data block while leaving the !INVITEM data block blank (with only the header included for the !INVITEM block).

Once your data import spreadsheet has been completed in Microsoft Excel, save it as a file type of "Text (Tab delimited) (*.txt)" and import it into your Senomix system by following Step 2 in the previously described import process. The listed data will then be imported into your Senomix system.

For example, the following spreadsheet data:

Example Excel project import spreadsheet

...would import the project "Widget Co. Project", activities "Analysis", "Management" and "Development", with the items "Client Interviews", "Documentation", etc. appearing under the corresponding activities as tasks.

As mentioned above, you can download that project import example file from this link.

Alternately, this spreadsheet:

Second example Excel project import spreadsheet

...would only import the Projects "Widget Co. Project", "Walrus Plc.", "Buckets Inc." and "Herring Shipping Ltd." without any activities or tasks.