Before we begin, we request that you please fill out the Data Migration Form with some details to assist us in processing your data. You will select "I will send the necessary files to Heartland Retail" for the data retrieval method as the other option is exclusively for Advanced Data Migrations.
It is important to understand that the Basic Data Migration is a migration of your existing data and Heartland Retail is not responsible for any cleanup or changes to your existing data including but not limited to deduping, modification of existing field values.
Our basic data migration includes importing any/all of the following:
- Items
- Vendors
- Current On Hand Inventory Qtys
- Customers
- Gift Cards with current balances
What are the steps for the migration process
As part of the Basic Data Migration, the process is broken down into a few steps.
1) Introduction to your data migration specialist
2) Exporting the data from your old system
3) Sending the exported data to Heartland Retail
4) Reviewing the imported data
5) Sending final confirmation
Introduction to your data migration specialist
One of our specialists who is assigned to your project will reach out to you within 24-48 hours of you purchasing your data migration to discuss next steps.
This representative will be your main point of contact for any data migration related questions or issues. Please use the Submit a request link at the top of the page if you have any non data migration related issues.
Exporting the data from your old system
The export process will be different for every system. We advise contacting your current systems support team for advice on the best way to export data from that software.
Once you have the export process down, you will need to ensure you fetch each important piece of information that you would like to save from your old system.
Each section will have its own requirements for the data that we need to import into Heartland Retail. To assist with this process we have put together several templates for you to download that have columns created for our standard fields. We can store additional information such as color, size, or anything else you would like by adding another column to the template and giving that column a name!
Sending us the exported data
We request that you send everything at once to ensure we can accurately review your files and let you know if any revisions are necessary. You should send over the files as soon as possible for us to begin the process.
If you are not planning on going live immediately, you are able to send us an updated version of each file closer to your go live date.
We request that Inventory On Hand Qty's be sent to us the night before going live or the day of to ensure your counts are as accurate as possible from your old system.
Depending on the size of the exported files, you may be able to simply attach them to an email to be sent to us.
If the file size is too large to attach for your email provider, we advise uploading the files to a cloud storage solution such as DropBox, Google Drive, or Box. Once the files have been uploaded they each have the option to share those files/folders with an external source. You will then share those files/folders to your data migration specialist.
Reviewing the imported data
Once your data migration specialist has completed the conversion and import of your files into Heartland Retail, we will reach out to you with a link that you can use to access your imported data.
We will import your information into a testing environment for review so we can make any changes before importing the final data into your main account.
Once you have received a link for review, you will want to spot check some random items, customers, vendors, and gift card balances and ensure all of the contents are in the correct fields. If you are unsure of how to view each of these sections, please search our Help Center for a wealth of resources to help you navigate our system.
Sending the final confirmation
After you have completed reviewing the information and verified the accuracy, we just need for you to reply to your data migration specialists email stating that everything is ready to be imported into your main account!
After your confirmation, we will begin importing the data over the next 24 hours and we will confirm once the import has completed!
Once the import is complete, you are ready to start using Heartland Retail immediately!