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Importing data into Accounting Plus
Accounting Plus 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 Accounting Plus, 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 Accounting Plus.
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 Accounting Plus 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 Accounting Plus.
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, Accounting Plus 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 Accounting Plus, you can have customers, vendors, employees or personal contacts with the same name. If you attempt to import a duplicate number or name, Accounting Plus 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 MYOBLOG.TXT) 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 Notepad. 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:
Banking information from Quicken (account names and journal transactions) can be imported into Accounting Plus. 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 Accounting Plus.
Click below for a step-by-step procedure: