Data Migration & Configuration

Use the Bevica Select Configuration Worksheet, Excel templates and RapidStart packages to setup data and import customers, items, vendors, pricing, and opening balances into Business Central.

Bevica Select includes a predefined Configuration Worksheet data setup checklist and RapidStart templates for common master data.

Use them to set up and migrate data consistently and repeatably.

Before you start

• Access to Bevica Select
• Bevica Select Configuration Packages installed in your company
• Configuration Worksheet installed in your company
• Access to a test company (recommended)

Configuration worksheet

The Configuration Worksheet is your data migration plan.

It lists the tables you’ll populate and how you’ll populate them.

What you’ll use it for

You’ll use the worksheet to:

• Track which data tables you need
• Assign owners and priorities
• Decide the input method (manual vs RapidStart templates)
• Link out to Excel templates via Package Code

Open the Configuration Worksheet

1. Use Search.
2. Open Configuration Worksheet.

How the worksheet is structured

Rows are grouped into AREAS and GROUPS.

Use these to keep migration work aligned to business functions.

Key worksheet columns to understand

• Reference: your internal notes
• Suggested Input Method: Manual / RapidStart / Varied / Specific
• Data Type: System / Setup / Core / Opening Balances / Transactions
• Package Code: enables Excel > Export to Template
• Responsible ID: who owns it
• Status: your progress tracker
• No. Records: what’s already loaded

Useful worksheet actions

• Excel > Export to Template
• Excel > Import from Template
• Show > Database Data
• Show > Fields

Excel template data migration

Once you have configured your production company, use Bevica Select Excel templates and RapidStart packages to import customers, items, vendors, pricing, and opening balances into Business Central. Before you start importing data we recommend that you create a copy of your production company and import into this test company.

Copy companies (recommended workflow)

Before you load an Excel template file into Bevica, take a copy of your production company and upload the file into the new company you have created. See the Copying an existing company section of Bevica Select - Creating new Bevica companies for details on how to do this.

The new company will include all the preconfigured setup data that has already been entered into your production environment. You can continue taking copies of the production company as often as you need while you validate the data migration files.

Once you’re satisfied that the migration is working correctly, you can begin entering test transactions to confirm that everything loads and behaves as expected. Remember to delete any companies when you have finished with them.

Do not post any transactions into the production company until you are live.

Data migration templates

The following master tables have Excel templates available to import your details.

Core Templates

Table No.	Name
23	Vendor
18	Customer
222	Ship-to Address
27	Item

Optional Templates

Table No.	Name
7001	Sales and Purchase Prices and Discounts
9657	Customer email addresses for documents (invoices, statements etc)
5050	Contacts
156	Resources
170-172	Customer favourites
97	Customer and Vendor comments
70782-70784	Unpaid reserves

The following opening balances templates populate journals. See Finance Data Migration Overview for more information on bringing in your opening balances.

Table No.	Name
81	Sales Ledger Opening Balances
81	Purchase Ledger Opening Balances
81	Bank Opening Balances
83	Inventory Opening Balances
70527	Paid Reserves Opening Balances (if you are using Fine Wine)
81	Trial Balance Opening Balances

Export templates

All templates can be accessed from the Configuration Worksheet.

Open the Company you want to import records into; from the Role Centre select the Cog icon (top right), then My Settings. Change the Company value to the required company.

Then navigate to the Configuration Worksheet and find the row that corresponds to the data you want to work on. The row is identified by the Table ID and Name listed above.

Due to the number of records most companies have in the core data they are typically imported using a Package Code, but consider creating them manually if you have around 100 or less.

Once you've highlighted the required table row, on the page ribbon select Excel and Export to Template.

This will open a pre-configured Excel spreadsheet where you can enter or copy/paste your details.

You should not modify the layout of the Excel template itself. Bevica is expecting the columns and data in their original position.

If your Bevica company already has records these will be in the template, delete these rows if you do not need to change them.

For specific details on each template follow the links on each Table listed above.

Data checks and field types

When importing data, Bevica checks that the data is technically correct, it does this in two ways:

• Any data entered that relies on a related table exists. i.e. the currency code held against a customer exists in the Currency Code table. The template explanation pages detail where related tables exist.
• That the data matches the field type, i.e. you can't enter text into a date field.

The template articles detail where related tables exist and field types.

It does not check:

• Spelling
• The validity of the information itself, i.e. that a price is correct or that the currency code entered against a customer is the right one for that customer.

Common field types:

Field Type	Explanation
Code (##)	Denotes a special type of string that is converted to uppercase and removes any trailing or leading spaces. ## denotes the maximum number of characters allowed.
Text (##)	Denotes standard text. ## denotes the maximum number of characters allowed.
Date	Date field. The format is as per your Microsoft Windows settings.
Number/Decimal	Denotes decimal numbers ranging from -999,999,999,999,999.99 to +999,999,999,999,999.99.
Integer	Stores whole numbers with values that range from -2,147,483,647 to 2,147,483,647. No decimal places allowed.
Boolean (Yes/No)	Indicates true or false.
Option	Denotes a predefined set of options. You must use one of the options listed.

A full set of data types can be found here: Data Types and Methods

Import templates

After populating the Excel spreadsheet, from the Configuration Worksheet, highlight the correct table row and on the ribbon select Excel then Import from Template. Follow the dialog boxes and locate your file on your network, click Open.

The View - Config. Package Import Preview dialog box appears. On this screen select Import on the ribbon.

“Config. Package Import Preview” dialog showing the import preview and the Import action.

This will start the import process, checking the data and creating Package Records, the data is now inside Bevica but not yet applied to the master record. You can view it if necessary, from the ribbon select Actions, Show and Package Data. (or look at the Package Table factbox, No. of Package Records)

To apply the imported details, from the ribbon select Action, Functions and Apply Data. After confirming the Do you want to apply package data for the selected tables? message, Bevica attempts to import the data into the selected table. This may take some time as it runs through the number of records and validates each field. Once completed a status box tells you the result.

Status message shown after Apply Data, summarising how many records were applied successfully and how many failed.

View the imported data

Where there are no errors or some records were imported successfully the data can be seen from the ribbon, Show, Database Data (or look at the Package Table factbox, No. Database Records). It is also possible to navigate to the real list or card page that holds the data and view it normally.

Fix import errors

If the above dialog identifies a number of errors, navigate to the table row you were trying to import and, from the ribbon select, Actions, Show and Errors (or look at the Package Table factbox, No. Package Errors).

The Config. Package Records page that appears will list all the records that were not able to be imported because of one or more errors. To see the error, on the ribbon select the ellipsis (...) then Show Error.

Where there are a small number of errors they can be manually fixed on this list page, then rerun Apply Data. Where there are a significant number of errors, you can make a note of the errors, fix the data in your Excel spreadsheet and reimport. Importing the Excel template will overwrite any existing Package data.

Further information

The RapidStart Configuration Worksheet and Configuration Packages used above have been predefined by the Bevica team to let you import data quickly and easily. There may be occasions where a piece of information that Bevica can hold is not included. To learn more from Microsoft on how you can create your own data export and import routines see here:

• Setup company configuration packages
• Apply company configuration packages