Database Transfers

Related Information

Technical Notes Important File Numbers Start With Empty Database Exporting Data Importing Data Client Related Records Summary See Also

Examples & Tutorials

Use Import/Export Create A Single Record Import Map Create A Fixed Length Import Map Use A Custom Import Routine Get Help With Import/Export Attach Credit Reports To Debtor Accounts Import From Different File Formats Batch Process Accounts After Importing Learn More About Importing And Exporting Accounts

Collect! Database Transfers allow you to copy all information efficiently from one database to another. A database transfer is performed using the Import/Export module for two steps. First, we export all data from the Collect! source database and then we import it into the empty Collect! destination database.

This topic refers to the Database Transfers import library that ships with Collect!. This import map is also available for CV11.3 Build 1.4 and newer, at our Member Center in the Add-On area. Database Transfers are version specific as they export all existing database fields for each Record Type in the import map.

Database Transfer steps:

From SOURCE database, export all Clients, Debtors, Debtor Cosigners, Contacts, Transactions, Attachments, and Notes.
From SOURCE database cv11.4.3.1 and newer, also export all Client Attachments, Client Contacts, Client Notes and Payments.
Into empty DESTINATION database, import all the data previously exported from the source database.

Technical Notes

This procedure is meant to be used for copying an entire database or one single Client. If you wish to transfer several selected clients, please refer to Help topic, Exporting Selected Clients and Records.

Please be aware that only Record Types available in the Import/Export module will be transferred. If this does not meet your needs, you can use the Export Database feature instead. Please refer to Help topic, Exporting Selected Clients And Records for details.

Currently, the Database Transfers routine does not export Invoices or Client Notes.

Important File Numbers

The Database Transfer uses file numbers to ensure that Debtor subrecords are attached to the correct Debtor.

It is critical that no two Debtors share the same file number.

If you believe you may have Debtors who share file numbers, you can run the File Numbering utility before exporting your data.

You should NOT renumber files if you are actively reporting accounts to credit bureaus by File Number!

To access the File Numbering utility, click "Tools\File Numbering" from the drop-down choices.

Start With Empty Database

When copying the entire data set, you will probably want your destination database for your data import to be empty of Clients and Debtors. However, you will want to have Operators, Contact Plans, Transaction Types, and Reports in place. Preparing an empty database is beyond the scope of this document. Please refer to Help topic, How To Empty a Database for those instructions.

If you are transferring a single Client, make sure you are not duplicating accounts that exist already in the destination database. It is not necessary to have an empty database in that case.

Exporting Data

Please sign into your Source database in Exclusive mode to carry out the Database Transfer exporting procedure.

Source Database

1. Open Collect! and sign on to your source database.

2. From the Main Menu, select File from the top menu bar and then select Import/Export from the drop-down choices. Choose Select Import Library from the side menu.

3. Select x01_transfer from the list.

4. Select File once again from the top menu bar and then select Import/Export, Export File. This will display the Export Menu.

5. Select the down arrow next to the field labeled 'Format' and then select Database Transfers from the list that is displayed.

6. Enter a filename in the File field. Give your file an *.txt or an *.csv extension.

7. Select the EXPORT button to begin the export procedure. The time this process takes will depend on the size of your database. When Collect! has exported all your data, a message will display with the results.

Importing Data

Please sign into your Destination database in Exclusive mode to carry out the Database Transfer importing procedure.

Destination Database

1. Open Collect! and sign on to your empty destination database.

2. From the Main Menu, select File from the top menu bar and then select Import/Export from the drop-down choices. Choose Select Import Library from the side menu.

3. Select x01_transfer from the list.

4. Select File once again from the top menu bar and then select Import/Export, Import File. This will display the Import Menu.

5. Select the down arrow next to the field labeled 'File format' and then select Database Transfers from the list that is displayed.

6. Select the BROWSE button and navigate to the folder where the data file was stored. By default, Collect! saves these files in the CV11\bin folder. So look in there for the file with the name you entered when you were exporting your data. Select the OPEN button when your file is highlighted. Its name should now be displayed in the File name field.

8. Select the IMPORT button to begin the import. Select the 'A' key on your keyboard to import all the data.

Client Related Records

Two import maps specifically for Client related records are also included in the x01_transfer import library that ships with Collect!.

Client Transfers
This import map may be used to transfer Clients, Client Contacts, Client Attachments and Payments.

Client Notes
This import map may be used to import previously exported Client Notes. You can use the "Export Client Notes" report shipped with Collect! to produce the CSV for use with this import map.

The functionality needed for this procedure is enabled in Collect! Version 11.4 Build 3.1 and newer. Collect!'s Integrated Client Management module is now included in every Collect! Version 11.4.3 system. If it is not enabled in your Collect! Features, you can request a new license to enable it.

The Client related records import maps and notes report are also available for download from the Collect! Member Center Add-On area.

Download Client Related Records Transfer

Please refer to Help topic, Client Related Records Transfer for more information.

Summary

Once the Database Transfer is complete, the destination database should whatever clients, debtors and debtor subrecords that you exported from the source database. Please examine your data carefully to ensure that you are pleased with the results.

Only Record Types available in the Import/Export module are transferred. Currently, the Database Transfers routine does not transfer Invoices or Client Notes.

Alternatively, you can use the Export Database feature. Please refer to Help topic, Exporting Selected Clients And Records for details.

You can also use the Database Transfers import routine to transfer a single selected client from one Collect! database to another.