Information / Data to send to Ed-Data from SchoolFi

In order for your Ed-Data order file to be imported into SchoolFi cleanly, you will need to provide the following information to Ed-Data.  It is very important to make sure you follow each step and send the information to your Ed-Data account representative.

Ship-to Locations:

In SchoolFi they are called Ship-to Locations, and in Ed-Data they are called Shipping Location Codes.  Ed-Data must have the data exactly as it is in SchoolFi.   To export the data from SchoolFi, follow the instructions below.  Send the spreadsheet you create to your Ed-Data account representative.

1. Go to Financial > Vendors, Etc. > Ship Tos.
2. Click the Search button to bring up all your ship-to locations.
3. Use the Excel icon at the top, right corner of the screen to export the data on the screen into Excel.
4. Clean up the Excel file (delete unneeded columns) so that the only remaining columns are:  ID#, Name, Type, Status, Address 1, City 1, State 1, Zip 1.  

      Your spreadsheet will look like this:

Central Receiving Addresses:

If your district has a central receiving location, please be sure there is a separate ship-to address for each school/location.  You will list the name of the school/location in the Name field.   Then you will list the Central Receiving name and address in the Address section of the ship-to location.  See example below.  

Requisitioner/User Identifier:

In SchoolFi they are called Staff ID numbers, and in Ed-Data they are called User Accounting Code.   This identifier will be critical to populate in the Ed-Data file so that when the file is imported into SchoolFi the proper person sees the order in their Employee Portal. Send the spreadsheet you create to your Ed-Data account representative.

1. Go to Financial > Setup > Budget Accounts > Account Groups > choose the proper year
2. Check off all the account groups and click the “Usage Report” Excel button
3. The spreadsheet created will list all users assigned to account groups along with their Staff ID#.

To eliminate duplicate staff members in the spreadsheet, you can do the following:

1.  Delete these columns – Account Group Code & Account Group Name

2.  Clean up/eliminate duplicates by doing the following:

      Select the Data tab and then in Data Tools, click the Remove Duplicates icon.

      Uncheck all boxes EXCEPT the Staff ID and click OK

      Your spreadsheet should look like this: