How to batch import in manager

Hello.
I need to batch import Customers, Suppliers, Sales invoices and purchase invoices. Where can I find the exact record layout needed for these imports?

Thanks

Dimitris Kontodimos

Have you read the guide Use Batch Create and Batch Update

Yes, I did now.
Thanks

However, batch creating invoices requires the UUID key for customers and accounts, so is not the easiest of operations

From a trial export of the page you want to do a batch import of.

However transfer of data between programs is always difficult as neither program is designed for the interchange and will have differences in how features are implemented. You will need to be comfortable overcoming significantly more difficult issues than the questions you are currently asking.

As indicated by @Joe91 above, Manager is a relational database, it uses UUID to reference different tables. When importing data you will need to manually create those links / find the appropriate UUID. While it is possible it is not easy. Nor is it a standard so documented procedure.

As such transferring data is not recommended. Using the old system to access the old data is the most widely used solution.

Hello @Patch
I can assure you that I am an expert working with relational databases.
But Manager is not exactly a relational database, because there is no RDBMS to manipulate it. Although there is an RDBMS for SQLITE, which is the database driver for Manager, the storage is software encrypted, so the only way to retrieve the data is the few tools provided by the software itself.
But I would appreciate if someone told me how to import the main information (Customers, Suppliers, Products) and then to import the documents (Sales and Purchase invoices, Customer and Supplier payments). Because this way we’ll have a functional independant system with all information needed.
If the Manager database scheme was available and there was a relational way (SQL) to update the data, all this would be piece of cake.

Manager is a proprietary application which internally uses a relational database structure. Mass importing data is not recommended. There is no guide to simplify that task. Importing data into a proprietary application has always been a labour intensive and relatively difficult task in my experience. Importing data into a generic database is reality easy by comparison, and in fact you will probably need to also do this when bridging between your existing data and Managers internal representation (you will need to label your records with the UUID manager assigns to records in tables you imported earlier to achieve the internal relational database links).

Managers tools should you still wish to pursue this approach is batch operations and the API. To use the batch operations do a trial update of otherwise entered data to ascertain the format then batch create.

OK @Patch, you missed me.

  1. There is a batch import for customers and invoices in the program. You suggest not to use those? If I use them, is it something I have to take care of? Filling the ‘Customer’ field with a valid customer code is not enough?
  2. I could not tell - from the articles you lead me to read - if API is working, how it is working and where I can find documentation for it to use it. Can you be more specific?

Thanks

You will need to batch import several different tables (via the batch import/create in different tabs (which go to different database tables).

Some of the records you import will link to other database tables. This is done in Manager via a UUID. So after importing some records you will need export (Batch update) do discover what UUID has been assigned to them.

When you look at the invoice batch update, the customer field will contain the UUID of the customer. So to import invoices (batch create) you will need to populate this field with Manager assigned UUID, in turn created when you created the customer (manually or batch create). Most efficiently done via an external database lookup task.

The API documentation is only as discussed on the forum (the link I provided above) which can be displayed by most recent, or most viewed or most liked. The API is optimal for dynamic or ongoing communication between Manager and another system. It can be used for once off tasks but probably not the easiest way.

Use batch create and batch import. I use the daily without any issue for many tables.

Some hints for batch creating.

  • Most tab in Manager correspond to a different relational database tables

  • The required data format for each tabs batch create is most easily determined by manually entering some data in that tab then doing a “Batch update”.

  • Record links to other tables is done via a UUID. The UUID for most of theses links can be easily found by doing a batch update of the target database table / tab, the final field is the Key / UUID for that item. Exceptions include

  • Tax code UUID can be displayed by adding .json to the tax code page url

  • The UUID of Mangers accounts can be displayed by going to “Setting” -> “Bank Rules”, creating a dummy bank rule for each account and entering the account name also in the “… and description contains” field. Batch update of these rules will then list all your accounts UUID / Key. Note if leaving these “Bank rules” append a string to the contains search such as “NeverFoundMatch123” to ensure they don’t match any real bank imports.

To to import records from another accounting system you will need to

  1. Create your Manager account structure (and find the accounts UUID / key as above).

  2. Import the tax codes for your country (so you countries localisation work in your Manager business)

  3. Batch create records not linked to other tables first. Then used batch update from the same tab to update your external records of the UUID / Key Manager just assigned to each created item.

  4. Batch create records linked to other database tables, using the UUID / keys identified above to implement the links. Most efficiency done with external general purpose database tools.

2 Likes

@Patch, this is spot on The work setting up Bank Rules for this purpose is well worth it. Once done, such a business can also be re-used as a template for other businesses

1 Like