Import from dk

Import from dk (Innflutningur úr dk) lets you move a company's data from dk into Regla: customers and creditors, products, stock, copies of historical invoices, opening balances and accounting entries. You review everything before anything is imported, and you can continue later with a newer backup.

Where is Import from dk?

Import from dk is under Admin > Data > Import from dk (Stjórnun > Gögn > Innflutningur úr dk). Roles with access to the Import Wizard (Innflutningsálfur) also have access to Import from dk, and each part needs the Regla module it belongs to (see Good to know).

1. Upload a backup from dk

Create a backup of the company in dk and save the ZIP file. Choose dk as the Source system (Upprunakerfi), choose the file under Choose a dk company backup and click Upload and check backup (Hlaða upp og yfirfara afrit).

Regla checks the backup. No data is imported meanwhile, and you may leave the page. The import waits under Saved migrations (Vistaðir gagnaflutningar), and you reopen it with Open import.

2. Confirm the companies

In the step 1. Source you see the company From dk and the company Into Regla side by side. Compare the names and kennitalas, tick I confirm these are the correct companies and that I am authorised to import their data into Regla and click Continue to data selection (Áfram í val gagna).

3. Choose what to import

In the step 2. Data selection you choose what to import. At the top you see the period the backup's accounting entries cover.

• Customers and dk creditors are imported as customers. Those already in Regla keep their details. You can put them in a customer group.
• Active products are imported with price, cost price, units and VAT. Products already in Regla with the same product number keep their details.
• Historical invoices as read-only copies are kept as historical copies. They are not issued, sent or posted, and they do not move stock.
• Stock quantities and cost valuation from the backup are imported as stock opening records on the date in Stock opening date in Regla.

Under Accounting import you choose which accounting data comes across:

• Do not import accounting data – neither accounting entries nor opening balances.
• All available accounting entries – every entry in the backup up to and including the last date.
• Opening balances and entries from a chosen date – balances at the start of the chosen date and entries from that date to the last date.
• Opening balances only – only the balances at the start of the chosen date.
• Entries for a period, without opening balances – when opening balances are already recorded or will be recorded separately.

Choose the dates and click Save and continue (Vista og halda áfram).

4. Prepare the selected data

In the step 3. Preparation the tasks are listed with a status: Ready, Needs review or Waiting. Open each task that needs review. Waiting tasks show what must be finished first. Your choices are saved as you move between tasks.

In the Account mappings task you match each dk account to a Regla account. Regla suggests a mapping and shows why. Approve suggestions one at a time with Approve or all at once with Approve all suggestions, or choose a different account.

In the Base units task you match each dk unit to a unit in Regla and click Save unit mappings. In the Stock task you compare warehouses, quantities and cost value with dk, tick the confirmation and click Save stock review.

In the Opening balances task Regla calculates the balances from dk. Compare the amounts with dk, tick the confirmation and click Save and check amounts.

When every task is Ready, click Continue to confirmation (Áfram í staðfestingu).

5. Approve the import

In the step 4. Confirmation you see a summary of what will be imported. Use the links to change earlier choices. Tick I have reviewed these choices and approve this import and click Start import (Hefja innflutning).

The import runs in the background and its status updates automatically. You may close the page and come back under Saved migrations.

6. Result

When the import finishes you see how much of each part was imported. Opening balances and accounting entries go into journals for review. Click Go to the accounting dashboard to look at the accounting, or Invoice lookup to look at the invoice copies.

If something needs fixing, it appears under Needs manual correction (Til leiðréttingar), for example a voucher in a period that is closed in Regla. Fix it in Regla and click Handled (Leiðrétt).

While the backup is kept, you can add more data with Continue import (Halda áfram með innflutning). Parts that have already been imported are marked and are not selected automatically.

Good to know

• The kennitalas must match. If the company's kennitala in dk differs from the one in Regla, customers, creditors, products and stock are imported, but not accounting entries, opening balances or historical invoices.
• Each part needs a Regla module, for both the company and the user: creditors need Accounting or Purchasing, products need Sales or Stock, stock needs Stock, invoice copies need Sales and accounting needs Accounting.
• The backup is kept for 7 days. It contains sensitive data, so it is deleted 7 days after it was uploaded or last used. To continue after that, upload it again.
• Nothing is imported until you click Start import. Exception: an account or VAT category that you create during preparation is saved straight away.
• Closed periods. A voucher dated in a period that is closed in Regla is not posted and appears under Needs manual correction.
• The first day using Regla is fixed once opening balances or accounting entries have been imported. Later imports from the same dk company use the same date.
• Not imported: projects, payroll, open claims and unissued documents. Units are not created; they must be matched to units that already exist in Regla.
• Deleting an import. Delete under Saved migrations deletes the dk backup. Data that was already imported stays unchanged in Regla.

See also Importing data with the import wizard and Upphafsstöður skulda og eigna þegar byrjað er í Reglu (in Icelandic).