How to Create an Import Scenario in Acumatica
How to create an import scenario in Acumatica
Also searched as
- Acumatica CSV import scenario setup
- Acumatica import scenario field mapping
- How to import data into Acumatica from Excel
- Acumatica scheduled import
Short answer
Import scenarios in Acumatica live under System Integration > Import Scenarios: you pick a source (a file or a Generic Inquiry), map each source field to a target DAC field on the destination screen, then run or schedule the scenario. A small sample file run through the wizard first makes the field mapping step far faster than mapping blind.
Applies to: Acumatica 2022 R1 and later, all editions
Build and run an Acumatica import scenario
- 1Prepare the source file (CSV, XML, or Excel) with a clean header row that matches the intended mapping.
- 2Go to System Integration > Import Scenarios and click Add New Record.
- 3Enter a scenario name and select the destination screen (Object) the data will be imported into.
- 4Under Source, choose File as the provider type and upload the sample file so the wizard reads the actual columns.
- 5Map each source column to the corresponding field on the destination screen's data view, using the mapping grid.
- 6For columns not present in the source, set a Default value, a Mapped constant, or mark the column as Ignore.
- 7On the Import Scenario Parameters tab, expose values such as the file path as runtime prompts if the scenario will be scheduled.
- 8Run the scenario manually first with a small sample file and review the Processing screen for row-level errors.
- 9Once verified, schedule it under Automation Schedules, or trigger it from a Business Event for hands-off imports.
How import scenarios map to DACs
Every field you map targets a Data Access Class (DAC) field behind the destination screen, not just a visible UI label. That matters because some fields carry validation logic tied to the screen's graph, for example an Inventory ID format check or a required Branch value, and the import scenario runs that same validation on each row rather than bypassing it.
This is why import scenarios are generally safer than a raw SQL load: bad data gets rejected row by row with a reason, instead of silently corrupting referential integrity across linked tables.
Which screens support import scenarios
Most maintenance and transaction entry screens built on the standard Acumatica framework support import scenarios out of the box, since the wizard reads the screen's underlying data view definitions. Custom screens built with Acumatica's low-code tools generally work the same way as long as they expose a standard data view.
For complex multi-table imports, or where a screen's data view does not expose everything needed, using a Generic Inquiry as the source, or a customization-level import extension, is often more reliable than forcing a single screen import scenario to do more than it was designed for.
Using a Generic Inquiry as the source instead of a file
Import scenarios are not limited to files. Selecting Generic Inquiry as the provider type lets you pull data from any BQL-based query, including joins across linked tables, which is useful for scenarios where the source system is another Acumatica tenant, a linked database, or a pre-built staging table rather than a flat file drop.
Troubleshooting row-level failures
When a run reports errors, open the Processing tab and expand the failed rows; each one links to a details view with the specific validation message the destination screen raised, which is usually enough to identify the offending field without guessing. Column headers with trailing spaces or hidden characters are a common, easy-to-miss cause of 'field not found' mapping errors that otherwise look correct in the mapping grid.
Common pitfalls
- !Column headers with trailing spaces or inconsistent casing cause silent field-not-found mapping mismatches.
- !Leaving a required field unmapped without setting a Default value causes every row referencing it to fail.
- !Import scenario runs are processed row by row; a large file failing partway through can leave partial data unless tested in a sandbox first.
- !Date and numeric fields formatted differently between Excel and CSV exports (US vs ISO date formats) cause silent misreads.
- !Mapping to a field with business logic validation (like a formatted Inventory ID) fails without an obvious cause unless the Processing tab's detail link is checked.
- !Reusing a scenario built against one tenant or branch configuration in a different company without checking Branch and Company defaults.
How an ERP-grounded AI assistant handles this
ERPray, grounded on a tenant's actual screen and DAC definitions, can help draft the field mapping for a new import scenario and explain a specific row-level validation error in plain language, pointing to the exact field and rule that rejected it instead of the operator hunting through the Processing tab detail links manually. Running or scheduling the scenario itself stays a deliberate action by the person who owns the data, since imports write directly into production tables.
Frequently asked questions
Can an Acumatica import scenario pull from a database instead of a file?
Yes, by choosing Generic Inquiry as the provider type instead of File. This lets the scenario source data from any BQL-based inquiry, including joins across linked tables, rather than requiring a flat file export first.
How do I schedule a recurring import scenario?
Expose the source path or parameters as runtime prompts on the Import Scenario Parameters tab, then create an entry under System Integration > Automation Schedules pointing at the scenario, setting the recurrence and any fixed parameter values.
Can I trigger an import scenario from a Business Event?
Yes, Business Events can call an import scenario as an action, which is a common pattern for reacting to a new file landing in a watched location or a related record change, without waiting for the next scheduled run.
Why does my import scenario fail only on some rows?
Row-level failures usually mean a specific value fails validation on the destination screen, such as an invalid Inventory ID format or a missing required field with no default set. Open the Processing tab and expand the failed row for the exact message.
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