Import and Export—general topics

Importing locations on inventory adjustments, sales or purchases

If you plan to import sales or purchases that contain items that were sold from or received into multiple locations, the following conditions must exist:

■	The location must match an preexisting location in the company file.

■	You must enter a location if the item exists in multiple locations and no default location is specified for the item.

■	If no location is specified for the item, but sufficient items exist in the default location, the primary location is substituted.

■	Also, each item with a different location must be entered on a separate line of the transaction.

For example, if you’re importing an invoice for 100 Widgets and 20 were sold from Location1 and 80 were sold from Location2, the invoice must contain two separate lines to show the sale of the 100 Widgets.

Importing valid inventory adjustments

Before you’re able to import an inventory adjustment (Adjust Inventory transactions), your software must verify that the adjustment values -- Quantity, Unit Cost and Amount -- will result in valid values for the items in your company file.

The following types of adjustments can’t be imported:

■	An adjustment that would result in an item with a negative on-hand value.

■	An adjustment that would result in an item with a negative Current Value and a positive Quantity on Hand value.

■	An adjustment that would result in an item with a negative Current Value and a zero Quantity on Hand value.

Sales with payments are imported and exported

If you’re importing or exporting sales to which a single payment has been applied, the amount of the payment will be imported or exported. You can also import or export the payment method and the payment method details, if you want.

If you’re importing or exporting sales to which more than one payment has been applied, the total amount paid will be imported or exported, but no payment method or payment details will be imported or exported.

Importing and exporting currency amounts

If you import currency amounts from other software, the amount that can appear in a single field is usually restricted to a maximum of 16 characters. This total includes any decimal point or minus signs that are required to clearly specify the amount. If currency symbols, commas or other special characters appear in these fields when you import data, these symbols will contribute to the total length of each currency entry.

When you enter a currency amount, your software automatically inserts currency symbols and commas as necessary to make the amounts easier to read. Decimal points and two decimal places are also inserted in any currency field for which you didn’t specify a decimal amount. If you export currency amounts, any characters entered automatically in a currency field are counted to determine the length of the entry in that field. These entries will be exported successfully, as long as the total length of the entry doesn’t exceed 18 characters.

Some fields must be exported for use with an AccountEdge product import

When you import information into an AccountEdge product, certain fields must have valid matching fields. If you plan to use this export file with an AccountEdge product, be sure to match the necessary fields:

If a field has an asterisk (*) next to it, you must assign a matching export file field to it.

If two fields have a caret (^) next to them, you must assign a matching export field to one or both fields.

Some fields must be imported

If a field has an asterisk (*) next to it, you must assign a matching import file field to it.

If two fields have a caret (^) next to them, you must assign a matching import field to one or both fields.

If you receive the alert “The xxx field is required for this import”

If you receive the alert “The xxx field is required for this import”, one or more of the records you’re trying to import has no entry in the field you selected to identify the record.

To solve this issue, first, check the entry in the Identify xxx by field in the Import File window to be sure that setting is the correct one. If it is the correct setting, you must review the data you’re trying to import; edit the data so that each record has an entry in the field you selected for identification.

Related Topics

■	Records that can be imported and exported

■	File formats for importing and exporting

■	Dealing with duplicate records when importing

■	Import log

■	Export options

■	Importing and Exporting—procedures