In MicroBiz v2.0, we now have the ability to import your sales history from your v1.0 store using the template attached.
Process to Import Sales Receipts from v1.0 into v2.0
Step 1
The first steps is contacting MicroBiz Customer Support to obtain an export file with your v1.0 data. This can be use to import your sales receipts into v2.0.
Step 2
Review the information provided, particularly the date range of the data. Its important that there are no gaps in transaction information between v1.0 and v2.0.
Step 3
Go to Settings>Imports>Sales Imports and choose your settings for the import:
- Select Register to Use: The system will import the transactions conducted on this register into a register batch for this register. Transactions made in v1.o to other registers will not be imported.
- Customer ID: This ID will be used to match the ID's of customers in the import file to a customer record in v2.0. If customer or employee are not marched on import 'Customer not on file' customer will be used.
- Blank customer id fields will be filled with default customer selected. You can create a customer record for this purpose if you wish, such as 'Import Customer'.
Step 4
Select your import file, and import the data.
Important Restrictions and and Limitations
- Only sales and returns of products and services are imported. Order deposits, gift card purchases and any other activity is ignored.
- All payments are listed as ‘imported receipt’ so no payment detail is included in the import.
- Total/Net sales will not match exactly from v1.0 to v2.0 due to slightly different rounding rules for fractional currency amounts. The difference should be relatively small (<0.1%)
- All v1.0 transactions for a store or register over the selected time period will be imported into a single batch in v2.0. The import will not recreate the individual batches saved in v1.0. As a result, you should not cannot report by batch on data imported into v2.0.
- The import is meant to provide sales history to be used to review customer purchases and trends in category sales for stock level planning. There is no intention that these data should be used to match to previous accounting entries made from v1.0.
- If you have an v2.0 integration to QuickBooks Online, the single batch each import creates for each store/register should not be posted to QuickBooks. This will cause issues with your QuickBooks Online financials.
- Inventory is NOT updated.
General Notes
- It is recommended that products and customers are imported first so we can attempt to match the sku and the customer id with the existing customers in your data.
- Each line in the file represents a line on a transaction. Lines are grouped based on the Receipt No field.
- All the lines in a transaction must sum to the transaction total field using a sum of all the lines qty x (selling price + item tax)
- A payment type of ‘receipt imported’ is used for all imported transactions.
- Customers are matched based on the Customer ID selected in the import settings screen
- If the customer is not found the sale is imported using the default customer
- Whether the selling price in the file is tax inclusive or exclusive is determined by the company settings.
Import Fields and Requirements
The following chart provides more information on the import fields:
| Field | Required? | Default Values | Allowed Vales | Description | Notes |
| receipt_no | Y | ascii DEC 32-126 | This ID is used to group lines into a single transaction | The receipt number of the sales transaction. Receipts numbers will be altered slightly to prevent duplicates in cases where receipt numbers begin 'SAL' (MicroBiz v1) 'IMP' will be substituted for the number. | |
| customer_no | N | If left blank, Default customer record will be used | ascii DEC 32-126 | Customer Number(ID) under which transaction will be registered. If customer id not found, sale will be registered under "Customer not on file " record | |
| transaction_date | N | YYYY-MM-DD HH:MM:SS | date where transaction was registered | Must use date format selected in company settings | |
| transaction_total | Y | 0-99999999.99 | 2 decimals, all lines for this transaction MUST sum to this amount qty x (selling price + item tax) | The total of transaction If receipt is a return, use - sign at the beginning | |
| total_tax | y | 0-99999999.99 | All item tax lines for this transaction must sum to this amount | Total taxes collected. If receipt is a return, use - sign at the beginning | |
| cashier | n | ascii DEC 32-126 | if not supplied user that ran the import will be used | ||
| sales_person | n | ascii DEC 32-126 | If not supplied cashier will be used | ||
| sku | y | ascii DEC 32-126 | Sku of the product used in the transaction. | If SKU does not exist in MicroBiz v2, mbz_system_not_on_file_sku will be used | |
| line_description | y | ascii DEC 32-126 | Product name | If not supplied SKU name will be used | |
| item_cost | y | 0-99999999.99 | Replacement cost of the product | If not supplied and SKU is found current average cost is used | |
| selling_price | y | 0-99999999.99 | Price that was used in the transaction to sell the product | Can be up to 4 decimals | |
| retail_price | y | 0-99999999.99 | Retail price of the product | If different from selling price difference must be the same as the sum of discounts and markdowns | |
| quantity | y | 0-99999999.99 | Number of items sold/returned – negative value indicates a return – positive value indicates a sale. Can be fractional quantity if the product record allows fractional sales. | ||
| item_tax | y | 0-99999999.99 | Amount of tax for the product in the transaction. | If no tax is applied enter 0 – total taxes for each item on the line |