Import Master Data and Transactions in QNE AI Cloud

Overview:

QNE AI Cloud's Data Migration tool enables users to import large sets of data quickly and accurately—whether you're setting up a new company file or transitioning from another accounting system. This feature is ideal for uploading master data or financial transactions.

• Master Data: Records like customers, suppliers, and chart of accounts.
• Transactions: Daily entries like invoices, payments, and journal entries.

Standardized CSV templates reduce formatting errors and ensure the system processes your data correctly, helping businesses transition smoothly without disrupting daily operations.

Scenario:

You’re onboarding a client who has an existing accounting system. Your client shares CSV files of their customers, chart of accounts, and past invoices. Instead of entering records manually, you import them all at once. This not only saves time but also ensures accuracy while reducing the risk of manual entry errors.

Procedure:

Step 1: Prepare Your CSV File

1. Go to Company > Tools > Data Migration > Upload CSV File.
    
2. Select either Master Data or Transactions.
    
3. Choose the relevant module (e.g., Customers, Stocks, Sales Invoices).
4. Click Download Sample to get the appropriate template.
   
   Important: Do not change the column headers in the CSV template. Changing headers will cause errors.
    
    
5. Fill in your data using the downloaded CSV template, keeping headers unchanged. Headers with asterisk (*) are mandatory data and should not be blank.
   • Sample Customer Importation Template with required fields such as Code, Name, Control Account, Term, Currency
      
   • Sample Sales Invoice Importation Template with required fields such as Doc Code, Doc Date, Customer (Code), Currency Rate, Term, Stock (Code), Quantity
     

Step 2: Import the CSV File

1. Return to Data Migration.
2. Click Upload CSV File and select the same module used in Step 1.
3. Click Click to Upload and select your completed CSV file.
    
4. Wait for the upload confirmation message.
    
5. If an error occurs, the system will highlight rows with issues. Correct the data in your CSV file and re-upload.
6. Click Import (bottom-right corner).
    
7. Review the data preview (e.g., customer codes, invoice dates, amounts. Ensure totals or record counts match your source file before saving.
8. Click Save Items to finalize the import.
    
9. A success notification confirms your data has been imported. 
    
10. Go to the specific module to confirm that records have been imported successfully.

Application:

Example 1: Importing Customer Master List from Excel

You receive an Excel file containing a client’s customer list from a legacy system. To prepare it for import, you transfer the data into QNE’s Customer Import CSV template, ensuring the format and headers match exactly. Once saved as a CSV file, you upload it through the Data Migration tool. The system validates and imports all customer records, allowing you to start entering transactions immediately.

Example 2: Importing a Chart of Accounts

A mid-sized trading company is migrating from their old desktop-based accounting software to QNE AI Cloud at the start of the new fiscal year. Their existing Chart of Accounts has more than 150 accounts, including detailed expense classifications and custom revenue accounts for different product lines. Instead of manually creating each account one by one in QNE, the accountant exports the existing Chart of Accounts to CSV, formats it according to the QNE template, and imports the file in one go.

Example 3: Importing Sales Invoices

A business transitioning to QNE exports three months’ worth of sales invoices into an Excel file. To import this data, you transfer the contents into QNE’s Sales Invoice Import CSV template, ensuring each row follows the required format. After saving the file as a CSV, you upload it through the Data Migration tool—accurately backloading all historical sales without manual re-entry.

Example 4: Importing Supplier List

When migrating, a company imports supplier list using the Supplier Import template. This ensures all suppliers are recorded in QNE, allowing the business to continue managing vendors seamlessly.

Example 5: Importing Stocks

A retail business migrating to QNE AI Cloud needs to bring in hundreds of inventory items from their old system. Using the Stock Import CSV template, they transfer item codes, descriptions, categories, and units of measurement into QNE. After importing, the stock list is instantly available for use in sales, purchases, and inventory management, saving hours of manual setup.