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Deep Dive: Data Management (Import/Export/Sync)

Introduction​

Effective data management is crucial for the successful operation of Zudello. This involves maintaining accurate and up-to-date master data (like Suppliers, Customers, Items, Dimensions) and efficiently handling transaction data. Zudello provides tools for importing and exporting data, and integrates with external systems (like ERPs) for synchronization.

This guide explores strategies for managing dimension data, details the capabilities of the Import and Export tools, and discusses the impact of data dependencies.

See also: Zudello v3 Architecture Overview, Deep Dive: Relationships Module

Strategies for Managing Dimension & Relationship Data​

Master data (Suppliers, Customers, Employees, Items, Accounts, Departments, etc.) needs to be consistent between Zudello and your primary system of record, usually an ERP.

  1. ERP as Master (Most Common):
    • Concept: The ERP system holds the definitive version of the master data.
    • Sync Direction: Data flows primarily from the ERP to Zudello.
    • Process:
      • Zudello uses scheduled workflows or integrations to periodically query the ERP for new or updated records (Suppliers, Items, Dimensions).
      • Zudello updates its internal database to match the ERP data.
      • Manual creation or editing of these records within Zudello might be restricted or disabled to prevent conflicts.
    • Pros: Ensures data consistency across systems; leverages existing ERP data management processes.
    • Cons: Requires robust integration; Zudello data might lag slightly behind ERP updates depending on sync frequency.
  2. Zudello as Master (Less Common for Master Data):
    • Concept: Zudello is used to create and maintain the master data.
    • Sync Direction: Data flows primarily from Zudello to the ERP.
    • Process:
      • Users create/update records directly in Zudello (e.g., new Supplier via onboarding workflow).
      • Zudello uses integrations to push these changes to the ERP.
    • Pros: Can streamline onboarding processes within Zudello.
    • Cons: Requires careful integration design to handle potential ERP conflicts or validation rules; less common for core financial dimensions usually mastered in the ERP.
  3. Manual Management / CSV Import:
    • Concept: Master data is maintained manually in Zudello, often via CSV imports for bulk updates. No direct ERP sync for master data.
    • Process:
      • Administrators export data from the ERP (or other source) into CSV format.
      • Use Zudello's Import tool to create or update records.
    • Pros: Simpler setup if direct integration is not feasible or required.
    • Cons: Prone to data inconsistencies if not managed diligently; requires manual effort for updates.

See Document Management Overview, View Dimensions.

Import Tool​

Zudello's Import tool allows bulk creation and updating of various records using CSV or TXT files.

  • Access: Settings > Imports. Requires #IMPORT permission for the relevant module/submodule.
  • Process:
    1. Create Import: Select the Module and Submodule for the data you want to import (e.g., Relationships > Supplier, Inventory > Item, Dimensions > Account).
    2. Upload File: Upload your CSV or TXT file. Ensure it's properly formatted (comma-separated, correct headers).
    3. Map Fields: Map the columns from your file to the corresponding fields in Zudello. Zudello attempts auto-mapping based on header names. Review and adjust mappings as needed. Select a unique identifier (like code or external_id) for updating existing records.
    4. Run Import: Initiate the import process. Zudello validates the data against system rules and field requirements.
    5. Review Results: Check the import status (Completed, Failed, Partial). Download the results file to see details of successful imports and any errors encountered for failed rows.
  • Key Features:
    • Create & Update: Can create new records or update existing ones based on the selected unique identifier.
    • Multi-Line Transactions: Supports importing transactions with multiple line items (requires specific file formatting). See How do I import data?.
    • Validation: Checks data types, required fields, and relationships during the import process.
    • Error Reporting: Provides detailed feedback on rows that failed to import.
  • Common Use Cases:
    • Bulk uploading initial dimension lists (Accounts, Departments).
    • Bulk creating Supplier or Item records.
    • Updating existing records (e.g., updating Supplier bank details, Item prices).
    • Importing historical transaction data.

See How do I import data?.

Export Tool​

The Export tool allows users to extract data from Zudello into CSV format, based on configurable templates.

  • Access: Settings > Exports. Requires #EXPORT permission for the relevant module/submodule.
  • Process:
    1. Create Template: Define an export template by selecting the Module and Submodule, choosing the fields to include, and optionally setting default filters.
    2. Run Export: Select the template, apply additional filters if needed (date range, status, specific field values), and run the export.
    3. Download File: Once the export completes, download the generated CSV file.
  • Key Features:
    • Template-Based: Save frequently used export configurations as templates.
    • Field Selection: Choose exactly which fields to include in the export.
    • Filtering: Apply filters to narrow down the exported data set.
    • Scheduling (Future): Configure exports to run automatically on a schedule.
  • Common Use Cases:
    • Generating reports for external analysis (e.g., spend analysis in Excel).
    • Extracting data for migration to other systems.
    • Creating lists for review or auditing purposes (e.g., list of all active suppliers).
    • Extracting data needed for bulk updates via the Import tool.

See How do I export data?.

Data Dependencies​

Data Dependencies define relationships between different dimension fields, ensuring data integrity and improving user experience by filtering dropdown options.

  • Configuration: Set up via Settings > Dimensions > Edit Dimension Value > Dependencies icon. You link a dimension value (e.g., Location "Sydney Warehouse") to a controlling dimension value (e.g., Subsidiary "NSW").
  • Impact:
    • UI Filtering: When a user selects a value in a controlling field (e.g., Subsidiary "NSW") on a transaction form, the dropdown options for dependent fields (e.g., Location) are automatically filtered to show only valid related values (e.g., only Locations linked to the "NSW" Subsidiary). See Configure Data Dependencies.
    • Enrichment: During the automatic application of default coding, Enrichment checks dependencies. If a default value (e.g., default Location from a Supplier) conflicts with an already populated controlling field (e.g., Subsidiary set via Inbox defaults), the default will not be applied, preventing invalid coding combinations. See Deep Dive: Enrichment Engine.
    • Imports: Data imports also respect dependencies. If an imported row contains a combination of dimension values that violates a configured dependency, that row may fail validation during the import process.
  • Importance: Crucial for maintaining data consistency, especially in multi-entity or complex coding environments. They prevent users and automation from creating invalid data combinations that could cause issues during ERP synchronization or reporting.

See Configure Data Dependencies.

Effective data management, combining appropriate synchronization strategies with the efficient use of Import/Export tools and well-defined Data Dependencies, is essential for maximizing the benefits of Zudello's automation and ensuring reliable data across your financial processes.