Case study
WinMentor: from Excel documents to import files
Converters for an accounting office: goods receipts, delivery notes, purchase documents and dismantling records, with checks before export.
azai built conversion modules for the documents an accounting office handles. We describe the workflows without naming the office, its client companies or any data from their files.
The problem
Clients send Excel files with different structures. Item names, units of measure and totals have to match the item catalogue in WinMentor, the accounting software. Copying rows across is not enough to produce a correct import file.
How the data moves
- 01
Reading the documents
The converters read purchase invoices, delivery notes, purchase receipts and dismantling records. Each workflow reads documents according to their own structure.
- 02
Mapping the data
Items, suppliers and units of measure are linked to the codes used in the software. For recycling documents, the mapping includes the waste codes.
- 03
Preview and checks
In the dismantling-record workflow, the app shows the documents, the totals and the errors. Unmapped items and value differences block the export download.
- 04
Import files
For dismantling records, the converter generates stock-decrease and stock-increase files. A small test batch is kept apart from the rest, so it can be checked before the full import.
What the system checks
Codes and units
An item with no match in the catalogue must be mapped before export. The conversion keeps the document's units and checks that they match the software.
Control totals
For dismantling records, the line values and totals are checked, including that the value taken out of stock equals the value put back in.
Separate test batch
Documents in the test batch are left out of the remaining package. Importing the test batch and then the rest does not repeat any document.
Checking the value of a dismantling record
A made-up, simplified example. It shows a value check, not an accounting document ready to import.
| Value taken out of stock | Resulting parts | Resulting materials | Difference |
|---|---|---|---|
| RON 1,000 | RON 600 | RON 400 | RON 0 |
The result, and applying it elsewhere
We built five modules for different accounting workflows. The dismantling-record conversion was checked on real source files, with preview, mappings and validation. For each WinMentor setup, the accountant checks the warehouses and import settings and confirms a test batch before full use.
This study covers generating and validating the files. It does not claim that every module has been imported and confirmed in every WinMentor setup. Saga and other formats are built on request, starting from a source file and an import example the software accepts.