Import file formats and other import options

Before you start the import process in MYOB BusinessBasics, 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 BusinessBasics. 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 want 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:

• Tab-delimited files contain fields that are separated by tab characters. For example, if a tab character appears between Brewster and 300 Roundhill Drive in a file of customer information, the file counts Brewster and 300 Roundhill Drive as two separate fields in a record. Tab-delimited files are often used by popular spreadsheet and worksheet programs.

• Comma-separated files contain records that are separated by commas. For example, if a comma appears between Brewster and 300 Roundhill Drive in a file of customer information, the file counts Brewster and 300 Roundhill Drive as two separate fields in a record. Comma-separated files are often used by popular database programs.

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 BusinessBasics company 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 BusinessBasics.

Use the Duplicate Records field to indicate whether you want to reject duplicate records, add them to your company file or update existing records.

• If you're importing accounts or item records, you can't have accounts, or items with identical numbers. If you attempt to import an account, or item with a duplicate number, BusinessBasics will either reject the number or update the record's unique information in your company file, depending upon your selection here.

For example, if Item #100 already exists in your company file and you select Update Existing Record here, when you import information about a different Item #100, the information about Item #100 in your company 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 (MYOBLOG.TXT), which is created at the time you import.

• In BusinessBasics, you can have customers, vendors, employees or personal contacts with the same name. If you attempt to import a duplicate number or name, BusinessBasics will reject the name, update the record's unique information or add a new record to your company file, depending upon your selection here.

For example, if a record for Eileen Martin already exists in your company file and you select Update Existing Record, when you import information about another Eileen Martin, the information about Eileen Martin in your company 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 company file when you import.

If you choose to reject duplicate records, the information that's rejected will be placed in the Import Log report (MYOBLOG.TXT), which is created at the time you import.

• When you import cards, items or accounts, you can use the Update Existing Record selection in the Duplicate Records field to update the status of your cards, items and accounts.

You may want to use this feature, for example, if you have a group of cards that you've created for one-time sales and you want to change the cards' status to inactive after their one-time use. Instead of marking each card individually, you can change the status by using the importing feature of BusinessBasics. The process consists of three parts. You'll first export your card information, then you'll edit the status information in a text editor such as Notepad and lastly, you'll import the edited card information selecting Update Existing Record in the Duplicate Records field.

Step by step
Updating the status of cards, items or accounts.