Import from Filpac Merge File
The utility under Import>Import From Merge File was written to enable the easy import of other databases created by the Filpac Mail Merge process. The import file used by this utility is in FoxPro 2.6 format (otherwise known as "DBase" or DBF) in the structure enumerated below. This is one of the programs that we use to convert various files sent to us by customers. It is not intended to be a "do it yourself" import program because of the difficulty in converting other files and structures into a recognizable format and structure. In other words: don't try this at home unless you know what you're doing.
Important note: If you cannot easily follow the instructions below, or if you don't know how to make and restore a backup, then you probably should not be trying this, because it makes permanent changes to your Filpac data files. Your Filpac warranty specificially does not apply to data file problems caused by using the Merge Import feature of the program. You can always send your file to us and we'll convert it for only a small charge. Creating your own merge file for import.
1. Make a backup of your current Filpac dataset, which is the collection of files in your FR folder with the extension *.ksh. The easiest way to do this is with PKZIP or WinZip. If you need to revert to your backup, you must run Data File Reorganization after you re-enter the program.
2. Create your import file. Create it in Excel, using the template provided on our website OR make it a DBF using the exact structure below. (Here's a hint: if you make a copy of LET.KSH or LET0.WRK (in the \fr\temp subfolder) and rename it to a .DBF extension, then you have successfully created this structure.)
3. Set up each record so that the NAMES are separated into last, first and middle. The import program does not include a name-separation utility.
4. Establish a CODE and TYPE for each record. Make sure it is a code recognized by your Filpac program. For example, if you're importing a list called INV ("Invite"), make sure the List Code has already been entered as a List Code in Filpac.
5. Each record should be entered with the proper KEY. If the KEY is P for PAC, the COMPANY field, will contain the PAC name. (If the KEY is I for Individual, the PREFIX, FIRSTNAME, MNAME, LASTNAME and SUFFIX fields should be filled.
6. Properly format the ITEMDATE field. For example, July 4, 2014 should be entered as "07/04/2014".
Don't worry about lower-case because the import program will convert from caps to lower case. Don't worry about filling in the county because the import program will try to assign a county from the zip code.
The File Number is immaterial because the import program will try to find a match on the basis of name and address. If it cannot find a match, it will add a new record. Which brings us to another issue: duplicates. The import program is not perfect and will create duplicates out of similar addresses. Before running this program, you should check the Last Number Assigned in Filpac (go to Data File Maintenance->Individuals and click on New Record to find the next file number), write it down, and then go to Tools->Duplicate Processing once the import process is finished to resolve any duplicates.
If the process fails despite your best efforts, then you can always re-load your backup before trying again. Make sure that you run Data File Reorganization after restoring your backup.
The fields listed in boldface below are required.
Note: all Filpac phone numbers will be formatted in the (999)999-9999 format. No need to format phone numbers beforehand, as long as they're in something recognizable, such as 999-999-9999 or 999-9999.
Note: The remaining items are ignored by the import program.
No.FieldWidthContents
1FILENUM7FileNumberorVendorCode
2KEY1(I)ndividual,(P)AC/Companyor(M)forVendor
3PREFIX20"Mr.","Mrs.","Dr.",etc.
4FIRSTNAME30FirstName
5MNAME20MiddleName
6LASTNAME20LastName
7SUFFIX10"Jr.","Sr.","III","MD"
8FULLNAME50Combinesfields3through7(ignoredbytheimportprogram)
9TITLE30PositionorPAC/CompanyfileTitle
10GREETING46Personalgreetingorsalutation
11COMPANY70PAC/CompanyName.DisregardifKEYis "I".
12ADDRESS140FirstAddressLine
13ADDRESS234SecondAddressLine(ifany)
14CITY22City
15STATE2State
16ZIP10ZipCodein99999-9999format
17AMOUNT12999999999.99format
18TYPE1**seebelow
19ITEMCODE10Donor,Worker,Occupation,ContactorListCode,dependingonTYPE(seebelow)
20DESC60CodeDescription
21ITEMDATE10CodeDate:MM/DD/YYYYformat
22EMPLOYER40Employer(Individualsonly)
23OCC30Occupation(IndustryCodeforOrgs.)
25PHONE213Workphone(IndividualsandPACs)
26PHONE313CellorOtherphone(IndividualsandPACs)
27PHONE413Fax
28EMAIL160EMailaddress
29COUNTY3CountyCode
30GEO120Municipality
31GEO22Ward
32GEO315Precinct
33TRACT11CensusTractandBlock:999999.9999
34UDEF110USER-DEFINED(nameandlengthvary)
35UDEF22USER-DEFINED"
36UDEF32USER-DEFINED"
37UDEF45USER-DEFINED"
38UDEF55USER-DEFINED"
39UTIL8RelatedPersoninmostcases
40POS11forPrimary,2forSecondary
41HWM1Home,Work,orMail
42DP2DeliveryPoint
43CHKDIGIT1DeliveryPointCheckdigit
44CRRT4CarrierRoute
45LOT4LineofTravel
46LOT_ORD1LineofTravelOrder
47Nixie5NixieCodes
STANDARDLENGTH789
Code Types (Field #18)
C Contributor
M Master file (In this case, the ITEMDATE field will contain the last update. The DESC and ITEMCODE fields will contain the occupation and occupation code.
W Worker
V Contact
G List