Data Automator Installation and Getting Started Guide

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1 Data Automator Installation and Getting Started Guide

2 Contents Introduction... 3 Minimum Requirements... 4 Supported Operating Systems... 4 Other requirements... 4 Installation... 5 Configuration Folder Structure... 8 Configuration Data Automator... 9 Configuration Data Automator Service Settings Data Automator Import File Formats Data Automator Import Custom Fields Data Automator Export File Formats Data Automator Export Custom Fields Importing into Vision Data File Setup XML Data File Setup File Mapping Data File Setup SQL Import Data Automator Import Actions Running the Data Import Manually Running the data import via schedule Exporting from Vision Data File Setup Data Automator Export Actions and Filters Run the Data Export Manually Run the data export via schedule Common Errors Data Automator Cloud End Point

3 Introduction Data Automator is an excellent tool for mid-sized companies that continually need to import and export into and out of their Accounting Software. Once set up, Data Automator magically imports and exports the data, with error checking and scheduling functionality. There is also a Cloud End Point option to move data over the web. 4 out of 10 companies in the mid-tier market could use Data Automator, based on Plus Software data. For more information, see here 3

4 Minimum Requirements Supported Operating Systems The following Operating Systems are supported by Data Automator Windows Vista SP2 or later Windows 7 Windows 8 Windows 10 Windows Server 2008 R2 Windows Server 2012 Windows Server 2012 R2 Windows Server 2016 Other requirements The following is a list of other requirements required for Data Automator to run Microsoft.NET Framework 4.6 or later Microsoft SQL Server 2008 R2 or later + login details Microsoft Database Engine (32) 2010 or later Valid Data Automator licence Rights to install software Sybiz Vision.Net or later installed and operational 4

Installation 1. Download installation file from Data Automator page at: http://www.plussoftware.com.

5 Installation 1. Download installation file from Data Automator page at: Note: Download the version compatible for the version of Sybiz Vision.Net being used. 2. Run Data Automator-Setup.exe to launch the installation wizard. 5

restart your computer). 4. Tick both options and click Next.

6 3. Press Next on the Welcome to Data Automator Setup screen. (You only need to select C++ Redistributable if you don t already have it, this will also restart your computer). 4. Tick both options and click Next. (NOTE: If running the Data Automator Receiver Service and Data Automator on separate machines, only tick what is necessary for current machine). 6

7 5. Select installation location and click Install to start the installation process. 6. Click Finish to complete the installation of Data Automator. 7

8 Configuration Folder Structure The following folder structure is recommended. Data Automator uses these folders to import and export XML files to and from Vision, once a successful import has occurred it is moved to a success folder, if a failure it occurs it is moved to a fail folder. Create the following folder structure, on the machine where imports / exports are to occur: \Data Automator \Data Automator\_Success \Data Automator\_Fail \Data Automator\Imports\{Type} \Data Automator\Exports\ If importing and exporting via the scheduler it is recommended this machine is the server so that it is always on. 8

9 Configuration Data Automator Data Automator is where importing into Vision and Exporting from Vision is configured. Imports can be run manually or scheduled. Before imports and exports can occur Data Automator needs to be configured. 1. Launch Data Automator and navigate to Settings: 9

2. Click the General Settings tab: Enter the following information on the General Settings tab: Default Database Successful Files Failed Files Note: The database used if none is selected when setting

10 2. Click the General Settings tab: Enter the following information on the General Settings tab: Default Database Successful Files Failed Files Note: The database used if none is selected when setting up imports/exports. Directory on the server where successful imported files are moved to once they have been imported into Vision. Directory on the server where failed imported files are moved to if a failure occurs. If the Integration Tool is installed on a server, these folders should be made accessible to users from their workstations so they are able to monitor any failures. Timeout (Seconds) Use Message Queue Timeout value in seconds. If an import or export takes longer than this, the process will be ended. If you wish to communicate to your Sybiz Vision database remotely tick this box. (i.e. if you want to install Data Automator on a different server which doesn t have direct access to the Sybiz Vision database this setting will allow for remote access to the receiver service). 10

Note: This is required for remote access to the Receiver Service or if you intend on using the Data Automator Cloud

11 3. Open Message Queue Settings tab: Enter the following information on the Message Queue tab (this information is provided by Plus Software or your Partner). Note: This is required for remote access to the Receiver Service or if you intend on using the Data Automator Cloud Endpoint (see end of this manual). Virtual Host Username Password This is where the Login details of Virtual host are entered. Username as provided by Plus Software. Password as provided by Plus Software. 11

4. Open the Error Mail Settings tab: Enter the following on the Error Email Settings tab so that emails can be sent to the specified recipient when errors occur.

12 4. Open the Error Mail Settings tab: Enter the following on the Error Settings tab so that s can be sent to the specified recipient when errors occur. SMTP Server Port Number From Address To Address SMTP Username SMTP Password Use SSL Send Test IP or Hostname of Server to send s via. Port Number which SMTP Service is running on. The From address the Error message will be sent from. Address of recipient which should receive the errors SMTP Username (if required). SMTP Password (if required). Tick if you use SSL for your server. This will send a test to the To: Address. Once all settings have been configured press the Save and Close button. 12

Configuration Data Automator Service Settings (Receiver Service) The Data Automator Service Settings service is used to configure the software with the Message Queue Service and the SQL Server where

13 Configuration Data Automator Service Settings (Receiver Service) The Data Automator Service Settings service is used to configure the software with the Message Queue Service and the SQL Server where the Sybiz Vision database(s) are hosted. Before setting up the Data Automator Service Settings the Data Automator Settings should be configured, covered in the previous section. 1. Launch the Data Automator Service Settings: 13

14 2. Enter the following information on the Database Settings tab: Vision Company SQL Server Note: SQL Server settings where the Sybiz Vision Company database(s) are hosted. A default database needs to be selected where transactions will be imported to / exported from. Customers with multiple Sybiz Vision databases can configure additional databases in Data Automator, this will be the default if nothing is selected. Vision Common SQL Server SQL Server settings where the Vision Common database is hosted. 14

3. Open the Other Settings tab: Enter the following information: Vision Login Note: Login details of a Vision user that has access to the modules which need to be imported.

15 3. Open the Other Settings tab: Enter the following information: Vision Login Note: Login details of a Vision user that has access to the modules which need to be imported. For example, Customers, Suppliers, Purchase Orders, etc. Best practise is to setup a separate user specifically for this task, not an existing user that an employee uses to login into Sybiz Vision with. If the customer is using multiple databases this login would need to exist on all Sybiz Vision Company databases. Message Queue Settings This is used for transactions that are transferred remotely between Data Automator and the Data Automator Service Settings service. This information is provided by Plus Software. This section is optional and only required if you plan to connect to the receiver service remotely over the internet. Once all settings have been configured press the Save and Close button. 15

Open up Settings, and click on the Import button.

16 Data Automator Import File Formats Files imported into Vision can be in a CSV or XML format. There is also an option to Import from other 3 rd Party SQL solutions. Open up Settings, and click on the Import button. The import format for each transaction type can be viewed here. Select the data type that needs to be imported to view the format. 16

17 Data Automator Import Custom Fields Custom fields are supported in Automator if they are also supported by Vision. An example of how to include them in the XML is in the Settings/Import/Customer example. 17

box. This is the format that Data Automator will export the different transaction types to.

18 Data Automator Export File Formats Example XML Export files are also available. The export format for each transaction type can be viewed by navigating to Settings > Export dropdown box. This is the format that Data Automator will export the different transaction types to. Data Automator Export Custom Fields Custom fields for Customer/Supplier/Products will be exported for each master file if they exist. 18

Importing into Vision To import transactions into Sybiz Vision, the Data Automator Service settings and Data Automator settings need to be configured correctly - the information to

19 Importing into Vision To import transactions into Sybiz Vision, the Data Automator Service settings and Data Automator settings need to be configured correctly - the information to be imported needs to be in the correct file format. This is covered in previous sections. Data File Setup XML Setup the file that is to be imported and the type of data that this is. 19

1. Navigate to the Import tab and click the Add button. Note: Data Automator has the Use XML Format box selected. If you re not using XML, go to the File Mapping or SQL Import section.

20 1. Navigate to the Import tab and click the Add button. Note: Data Automator has the Use XML Format box selected. If you re not using XML, go to the File Mapping or SQL Import section. Item Name Item Type Note: A meaningful description about what it is that is being imported. Select the type of data that is being imported. This should be chosen first and it affects the column mapping. For importing XML files the Item Type must comply with the format which can be found in Settings > Import Database Name Note: Filters Suppliers Select database where data will be imported to. If nothing is entered the default database is used from Settings > Settings The filters section available for certain export types and allow for some filters to be applied before the data is returned. Examples below. You can use this to select only the records associated to the supplier selected. I.e. All Purchase orders where the supplier = the selected option. 20

Modified in last This will return records that have been modified in the last x number of minutes. If you want all records modified in the last hour you would put 60 as the value.

21 Modified in last This will return records that have been modified in the last x number of minutes. If you want all records modified in the last hour you would put 60 as the value. Leaving this blank will return all the data. Now enter the Source information: Single File Folder Path Item enabled If a single file is being imported browse to the file and select. If multiple files are being imported or they will be imported on a recurring schedule a folder should be used. Browse to the folder where the XML file(s) are located. Tick this to enable it, this will be used if running all imports manually or a schedule has been setup. Click the Add New Item button once details have been completed. 21

22 Data File Setup File Mapping When the XML option is unticked and the File Mapping Icon is active the following screen options are available 22

23 The following information needs to be entered: Template File Use First Row as Column Headers This is the file you want to base your column mapping on. This needs to be Excel or CSV. Decide to use the first row as your column header. If you don t have column headers, leave as unticked Header Delimiter Column Mapping If your file has a combination of headers and footers, you will need to define the data using the delimiter to break the data up. Default Delimiter is H for header rows. Clicking on this will allow you to map the header rows from the template file (Source) to the destination (item type in Vision). Note: You can include Custom Field mapping too. You will have to manually type the fields names in (in the Destination). The names must match the field names in Sybiz Vision. Has Lines Delimiter Column Mapping This is only valid if the Item Type selected has lines. Same as above, though the default delimiter text for Lines is L. Same as above, this will allow you map the line rows from the Template file. Only valid Line destination columns will be available to be selected. Process Select this option if you wish to process the transaction in Vision. Otherwise it will save the transaction. Add new item Saves the column mapping/import Item. 23

24 Data File Setup SQL Import Ticking the Option Import from SQL...: opens the following SQL Import tab: 24

transaction header you are importing for. Please note: If you are using lines you will need to specify a Key field.

25 Source SQL Database Connection Enter the relevant SQL Server Address, Username, Password etc. Header Edit SQL Column Mapping Here you can enter the SQL string you wish to use to select the columns and data required for the transaction header you are importing for. Please note: If you are using lines you will need to specify a Key field. This field is the common ID between the Header and lines data. Clicking on this will allow you to map the header columns from the SQL statement (Source) to the destination (item type in Sybiz Vision). 25

Has Lines Edit SQL Column Mapping Here you can enter the SQL string you wish to use to select the columns and data required for the transaction lines you are importing for.

26 Has Lines Edit SQL Column Mapping Here you can enter the SQL string you wish to use to select the columns and data required for the transaction lines you are importing for. Please note: If you are using lines you will need to specify a Key field. This field is the common ID between the Header and lines data. Clicking on this will allow you to map the line columns from the SQL statement (Source) to the destination (item type in Vision). Process Select this option if you wish to process the transaction in Vision. Otherwise it will save the transaction. 26

27 Data Automator Import Actions Data Automator will import Customer/Supplier/Products as new records if they do not exist, and update and existing records if they do exist. 27

28 Running the Data Import Manually Data can be imported into Vision manually as required 1. Navigate to the Import tab and click the Run All Imports or Run Import button. Run All Imports Will run all the imports you have added to the list that have the enabled option ticked. Run Import Will only run the import for the item you have selected on screen. 2. Confirmation box appears to confirm data has been imported successfully. 3. In the running log file screen at the bottom of Data Automator window, additional confirmation information is displayed and the file is moved to the Successful Files folder previously setup via Settings > Settings. Note: The running log file will display detailed information about failed imports as well and move any failed files to the Failed Files folder previously setup via Settings > Settings 28

Complete the Create New Task screen Subject Start time Type Recurrence Enter a meaningful name for the scheduled task.

29 Running the data import via schedule Data can be imported via a schedule which can be a single point in the future or on a recurring basis. Running imports via a schedule will perform all imports that have been setup and enabled. 1. Navigate to the Schedule tab and click the New Task button 2. Complete the Create New Task screen Subject Start time Type Recurrence Enter a meaningful name for the scheduled task. Enter the date and time for the task to be run. Select Import to import data. Setup the task to reoccur on a specified frequency. Click OK to save the schedule and it will appear in the Schedule tab in the calendar view on the data selected. 29

the import run. Set required options when the import task needs to run.

30 If the task needs to reoccur click the Recurrence button. 3. Complete the Appointment Recurrence settings: Start Recurrence pattern Range of recurrence Time for the import run. Set required options when the import task needs to run. The date the scheduled import should begin and options to end it after a number of times or on a particular date. Multiple schedules can be configured if required. 30

Exporting from Vision To export transactions from Sybiz

Automator settings need to be configured correctly.

Data File Setup Setup the file that is to be exported and

31 Exporting from Vision To export transactions from Sybiz Vision, the Data Automator Service settings and Data Automator settings need to be configured correctly. Currently items can only be exported in an XML format. Data File Setup Setup the file that is to be exported and the type of data that this is. 1. Navigate to the Export tab and click the Add button 31

32 2. Complete the Add Item screen with relevant information: Item Name Item Type A meaningful description about what it is that is being exported. Select the type of data that is being exported. Database Name Select database where data will be exported from. Note: If nothing is entered the default database is used from Settings > Settings Filters Supplier Modified in Last Depending on the type of data being exported additional filter options are available. Supplier filter is available for certain transaction types, you can use this filter to select records only against a selected supplier. If required you can return data edited in the last X amount of minutes. I.e. enter 60 for the last 60 minutes. 32

33 Now enter in the Output information: Folder Path Item enabled Set the folder where the exported data will be saved to. Tick this to enable it, this will be used if running all imports manually or a schedule has been setup. Click the Add New Item button once details have been completed. 33

34 Data Automator Export Actions and Filters Purchase Orders Data Automator Purchase Order export all Purchase Orders from suppliers or just for a specific supplier. Data Automator tracks which orders have been exported previously so that an order is only exported once. 34

Run the Data Export Manually Data can be exported from Sybiz Vision manually as required. 4. Navigate to the Export tab and click the Run All Exports or Run Export button.

35 Run the Data Export Manually Data can be exported from Sybiz Vision manually as required. 4. Navigate to the Export tab and click the Run All Exports or Run Export button. Run All Exports Will run all the exports you have added to the list that have the enabled option ticked. Run Export Will only run the export for the item you have selected on screen. 5. Confirmation box appears to confirm data has been imported successfully. 6. In the running log file screen at the bottom of the Data Automator window, additional confirmation information is displayed. 35

36 Run the data export via schedule Data can be exported via a schedule which can be a single point in the future or on a recurring basis. Running exports via a schedule will perform all exports that have been setup and enabled. 2. Navigate to the Schedule tab and click the New Task button: 3. Complete the Create New Task screen Subject Start time Type Recurrence Enter a meaningful name for the scheduled task. Enter the date and time for the task to be run. Select Export to export data. Setup the task to reoccur on a specified frequency. Click OK to save the schedule and it will appear in the Schedule tab in the calendar view on the data selected. 36

If the task needs to reoccur click the Recurrence button. 4. Complete the Appointment Recurrence settings: Start Recurrence pattern Range of recurrence Time for the import run.

37 If the task needs to reoccur click the Recurrence button. 4. Complete the Appointment Recurrence settings: Start Recurrence pattern Range of recurrence Time for the import run. Set required options when the export task needs to run. The date the scheduled export should begin and options to end it after a number of times or on a particular date. Multiple schedules can be configured if required. 37

38 Common Errors Errors can be found in the Running Log window at the bottom of the Data Automator window as well as navigating to Job History > Show History Error Unable to login. Incorrect database or application version Unable to login. Invalid Login Credentials Unable to connect to database. Cannot open database "DATABASENAME" requested by the login. The login failed. Login failed for user 'sa'. Unable to login. DataPortal.Fetch failed (Login failed for user 'sa'.) Resolution Sybiz Vision Company database must match the version of Automator Installed. I.e. Sybiz Vision: must be installed with Data Automator: xx.xx Sybiz Vision username/password not setup or incorrect in Data Automator Service settings. Sybiz Vision Company database or SQL Server connection settings are incorrect in Data Automator Service settings. Sybiz Vision Common database or SQL Server connection settings are incorrect in Data Automator Service settings. 38

Data Automator Cloud End Point Data Automator also has a

Accounting or Payroll software to the outside world (i.e. internet).

39 Data Automator Cloud End Point Data Automator also has a Cloud End Point. This allows developers controlled access to Sybiz Vision (to get data into and out of) without fully exposing the Accounting or Payroll software to the outside world (i.e. internet). For more information about the Data Automator Cloud End Point, contact Plus Software. 39

40 Thank you for using Data Automator Kindly advise if any errors in this manul by sending an to (See what we did there?) To view other solutions from Plus Software please visit our website at 40

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