Your Data File Overview - Part 2
AccountEdge allows you to take various information entered in other software programs and incorporate it into your company’s data file. You can also incorporate information entered in one MYOB software data file into another MYOB software data file. This process is called importing data.
You can import the following types of information into the MYOB system:
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For detailed information about the description and character length of each field that can be imported, see Import and Export Fields Overview.
Before you start the import process in AccountEdge, you’ll export the data you want from the software program you’ve used to create the data. For example, if you’ve used a spreadsheet program to track your data in the past, you should use that spreadsheet program to export the information you want to use in AccountEdge.
Remember which format you select, since you’ll be asked to select one file format during the import process. When you save the file, choose a name and location for the file that you can remember and find easily, since you’ll be asked to find the file during the import process.
The data you wish to import must be stored in a file, known as an import file, that uses either the tab-delimited or comma-separated file format. These formats are described below:
Header records are usually used as titles in import files; for example, some header records in an export file of customers might be titled “Customer Name,” “Address” and “Telephone Number.”
Data records are actual information that you want to include in your AccountEdge data file. If you indicate that your import file’s first record is a data record, that record and all other records will be imported into AccountEdge.
Use the Duplicate Records field to indicate whether you want to reject duplicate records or update existing records.
If you’re importing accounts, activities or item records, you can’t have accounts, activities or items with identical numbers. If you attempt to import an account,activity or item with a duplicate number, AccountEdge will either reject the number or add the record’s unique information to your data file, depending upon your selection here.
For example, say Item #100 already exists in your data file and you select Update Existing Record here. When you import information about a different Item #100, the information about Item #100 in your data file will be changed to reflect the information that’s in the import file.
If you choose to reject duplicate records, the information that’s rejected will be placed in the Import Log report, which is created at the time you import.
In AccountEdge, you can have customers, vendors, employees or personal contacts with the same name. If you attempt to import a duplicate number or name, AccountEdge will reject the name, add the record’s unique information to the record with the same name or add a new record to your data file, depending upon your selection here.
For example, say a record for Eileen Martin already exists in your data file and you select Update Existing Record here. When you import information about another Eileen Martin, the information about Eileen Martin in your data file will be changed to reflect the information that’s in the import file. If you select Add Them instead, a new Eileen Martin record will be included in your data file when you import.
If you choose to reject duplicate records, the information that’s rejected will be placed in the Import Log report, which is created at the time you import.
During the importing process, the Import Log report is created. This report (titled MYOB AccountEdge Import Log) lists information about any problems that occurred during the importing process, as well as information about rejected duplicate records. This report is created as a text file, and can be opened by Simple Text. It is located in the same place as your data file. The errors and warnings that occurred during the import process are listed at the bottom of the report and correspond to the number in front of each record.
Each time you import, a new Import Log report is created, using the same name. If an Import Log report already exists when you create another one, the existing report will be removed.
Click below for a step-by-step procedure:
If your accountant uses MYOB Accountants Office, an accounting solution widely used by public accountants in practice, you can easily import the Chart of Accounts used by your accountant into your MYOB AccountEdge data file. The accounting information you export will then match the chart of accounts used by your accountant enabling an easy exchange of information from AccountEdge to Accountants Office.
Before you begin the import process, you must obtain from your accountant a text file (a file with an extension of .txt) which contains a chart of accounts from Accountants Office. To learn how to create the file, the user of Accountants Office should check the Accountants Office documentation.
Click below for a step-by-step procedure:
To import an MYOB Accountants Office Chart of Accounts
Banking information from Quicken (account names and journal transactions) can be imported into AccountEdge. To properly import QIF information, you’ll need to create a QIF file that contains banking information only. Refer to your Quicken documentation for information about creating QIF files.
If other information, such as information about investments, is included in the file you attempted to import, an alert message will appear during the import process, explaining that the file can’t be imported into AccountEdge.
Click below for a step-by-step procedure:
You can take various information entered in MYOB AccountEdge and use it in other software programs or in other MYOB software data files. This process is called exporting data.
You can export the following types of information from the MYOB system:
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When you export information from MYOB AccountEdge you can export in a tab-delimited or comma-separated file format. These formats are described below:
If you’re exporting the data from AccountEdge for use in another software program, use the format that is accepted by that program. (If you’re not sure which format is accepted, check the documentation that came with the software program.)
If you’re exporting data for use in another MYOB software data file, you can choose either one, since we accept either file format. (To make the process easy, comma-separated is automatically selected in AccountEdge, just leave it as it is. Comma-separated is also automatically selected during the import process.)
These selections that may also appear in the Export File window, depending on the type of information you are exporting:
— If you enter more than one identifier in the Identifier field, the people whose records you export will only be those who have been assigned all the identifiers you entered.
— If you enter a partial ZIP code in the Zip Code field, the people whose records you export will be those whose zip code match the numbers you entered.
Click below for a step-by-step procedure
Accountants routinely ask their clients to provide their financial information in an electronic format that can be loaded into the accountants' software programs. This makes it easier for them to examine and analyze the clients' records.
If your accountant requests an electronic copy of your accounting records, you can use AccountEdge to create a comma-separated text file that can be read by CaseWare, a client write-up software package that is popular among accountants.
The file will contain your company information, detail account information and journal entries.
Click below for a step-by-step procedure
To export company information, accounts and journal entries to CaseWare
Keyword: CaseWare
You can export your accounting information to a tab-delimited text file that can be read by MYOB Accountants Office, an accounting solution widely used by public accountants in practice. You can export your chart of accounts, journal entries, sales invoices and purchase orders to MYOB Accountants Office.
You can export your accounting information for use with MYOB Accountants Office by choosing the MYOB Accountants Office Link selection from the File menu. or by clicking the MYOB Accountants Office Link button located on the General Ledger Command Center.
You can choose to send the information by email or you can save the information to disk. If you choose to send the information by email, you have the option of linking the email to a card from your Card File. When you choose a card, the email address entered on the card will be used when the email is created in your email program. When the file is exported the name given automatically to the file will be MYOBAO.TXT.
Click below for a step-by-step procedure
To export MYOB AccountEdge data for use with MYOB Accountants Office
To import an MYOB Accountants Office Chart of Accounts
Communication with your business contacts is essential to the success of your business. Personalized business letters and mailers show your business contacts that you really appreciate their business, which can generate more sales for your company.
The files you export from the Card File contain the information you enter in the Card File Entry window. They include the card’s name, addresses, phone and fax numbers, contact name, salutation and, if applicable, balance and overdue balance amounts.
Using MYOB OfficeLink, you can seamlessly export card information from AccountEdge and import it into your word processing software to create personalized correspondence for the people you do business with. Even if you haven't installed OfficeLink, you can create a “mail-merge” file that can be used with your word processing program to create personalized letters. This process is more time-consuming, however. We recommend that you take advantage of OfficeLink’s capabilities if you can.
If you haven’t installed OfficeLink, but you’re using an OfficeLink-compatible word processing program and would like to begin using OfficeLink, you’ll need to reinstall your MYOB program. To learn how, see Tax Updates Overview.
If you haven’t installed OfficeLink, you still can export card information from MYOB AccountEdge and import it into your word processing software to create personalized correspondence for the people you do business with.
Two fields in the Card File Entry window, Contact Name and Salutation, can be helpful if you intend to create personalized letters using your word processing software.
If a card is indexed by a company name rather than an individual name, you can enter the name of a contact person in the Contact Name field. Then, when you import the card’s data, you can send letters to a specific person at that company.
Similarly, by using the Salutation field, you can enter the name that a contact person prefers to be called, instead of their formal name.
When you export data using Personalized Letters in AccountEdge, you can save the file in any of five formats. You can also save files in these formats when you use the To Do List window to save a list of unpaid receivables to disk.
Tab-Delimited Text File When you save information in tab-delimited format, the individual pieces of information are separated by tab characters. For example, if the last name Brewster and the address 300 Roundhill Drive appears in a report of customer names, a tab character will appear between Brewster and 300 Roundhill Drive in the file.
Comma-Separated Text File When you save information in comma-separated format, the individual pieces of information are separated by commas. For example, if the last name Brewster and the address 300 Roundhill Drive appears in a report of customer names, a comma will appear between Brewster and 300 Roundhill Drive in the file. (Individual pieces of information that actual contain commas are surrounded by quotation marks.)
Text When you save information in text format, the individual pieces of information are separated by spaces so the appearance of the report is as similar as possible to a printed version of the report. (The amount of similarity between the file's appearance and the report's printed appearance depends upon the type of computer and fonts you're using in the report.)
HTML Formatted Text File When you save information in HTML (HyperText Markup Language) format, the information can be viewed with World Wide Web browser software. The file's default three-digit extension will be .HTM.
PDF (Portable Document Format) When you save information in a PDF file format, the information can be viewed using Adobe Acrobat Reader, a free application distributed by Adobe Systems --
www.adobe.com.
Click for a step-by-step procedure
To export data for use in personalized letters
You can create personalized letters using data exported from AccountEdge. To import your AccountEdge data into your word processing program, you’ll need to refer to the documentation that accompanied your word processing software.
If you want to use the model business letters you installed with AccountEdge, you’ll find those documents in the Personalized Letters folder inside the folder where AccountEdge resides on your hard disk. These documents are available in a few different formats so you can edit them using your word processing software to suit the needs of your business.
Click below for the step-by-step procedure:
To export data for use in personalized letters
To export a list of customers who have unpaid invoices
Your Data File Overview - Part 2