Importing Accounts and Addresses: Difference between revisions

From NEOSYS User Support Wiki
Jump to navigationJump to search
(Undo revision 6477 by Steve (talk))
 
(16 intermediate revisions by 2 users not shown)
Line 1: Line 1:
== Importing Accounts and Addresses ==
== Importing Accounts and Addresses ==
WARNING: You should trial out importing in test database first.


Before you start importing anything make sure that you use the clearing procedure to clear down any old data first.
Before you start importing anything make sure that you use the clearing procedure to clear down any old data first.


You can either import both accounts and addresses in a single file or you can import addresses after accounts - but not the other way around. Whichever way you go, importing accounts and addresses is a two step process.
You can either have accounts and addresses columns in a single file or separate files. Whichever way you go, importing accounts and addresses is a two step process and addresses can only be imported after accounts.


The import file must be in tab delimited text format and its name must be a maximum of eight characters with no spaces and a three character extension.
The import file must be in tab delimited text format and its name must be a maximum of eight characters with no spaces and a three character extension.
The import is done in the NEOSYS maintenance mode using F5 and all NEOSYS listening processes must be shutdown.


=== ACCOUNT columns ===
=== ACCOUNT columns ===
Line 13: Line 17:
*LEDGER CODE - required, must exist in Chart of Accounts File
*LEDGER CODE - required, must exist in Chart of Accounts File
*ACCOUNT TERMS - optional positive integer days to to pay 0 for Cash, 30, 60, 90 etc
*ACCOUNT TERMS - optional positive integer days to to pay 0 for Cash, 30, 60, 90 etc
*ACCOUNT CURRENCY CODE - optional, must exist in Currency File
*CURRENCY CODE - optional, must exist in Currency File
*TAX CODE - optional, must exist in Taxes File


=== ADDRESS columns ===
=== ADDRESS columns ===
Line 19: Line 24:
*ACCOUNT NO - required, must preexist in a chart of accounts
*ACCOUNT NO - required, must preexist in a chart of accounts
*ACCOUNT NAME - required
*ACCOUNT NAME - required
*ADDRESS BODY - required, should be up to four lines in quotes and separated by cr/lf characters.
*ADDRESS - required, should be up in one column containing to four lines in quotes and separated by cr/lf characters<br> OR four columns "ADDRESS 1" ... "ADDRESS 4".
*COUNTRY - required, no restrictions
*COUNTRY - required, no restrictions
*TELEPHONE - optional, free format so you can put multiple numbers and comments
*TEL - optional, free format so you can put multiple numbers and comments, appears on statements and forecast of payments.
*EMAIL - optional (ditto)
*FAX - optional (ditto)
*FAX - optional (ditto)
*EMAIL - optional (ditto)
*COMPANY REG NO - optional
*COMPANY TAX NO - optional


In the following example the account and address data columns exist in a single file called ACCOUNTS.TXT.
In the following example the account and address data columns exist in a single file called ACCOUNTS.TXT.
Line 33: Line 40:
  IMPORTX D:\ACCOUNTS.TXT ACCOUNTS
  IMPORTX D:\ACCOUNTS.TXT ACCOUNTS


Import the accounts
Actually import the accounts with the C option (Create).


  IMPORTX D:\ACCOUNTS.TXT ACCOUNTS (C)
  IMPORTX D:\ACCOUNTS.TXT ACCOUNTS (C)
Option O can be used to overwrite (destroy!) existing records. Use with extreme caution and at your own risk.


Use NEOSYS, Finance, Ledgers, Chart of Accounts to check that the above has created accounts in the expected chart of accounts.
Use NEOSYS, Finance, Ledgers, Chart of Accounts to check that the above has created accounts in the expected chart of accounts.
Line 45: Line 54:
  IMPORTX D:\ACCOUNTS.TXT ADDRESSES
  IMPORTX D:\ACCOUNTS.TXT ADDRESSES


Import the addresses
Actually import the addresses with the C (Create) option.


  IMPORTX D:\ACCOUNTS.TXT ADDRESSES (C)
  IMPORTX D:\ACCOUNTS.TXT ADDRESSES (C)
Option O can be used to overwrite (destroy!) existing records. Use with extreme caution and at your own risk.

Latest revision as of 08:11, 22 February 2018

Importing Accounts and Addresses

WARNING: You should trial out importing in test database first.

Before you start importing anything make sure that you use the clearing procedure to clear down any old data first.

You can either have accounts and addresses columns in a single file or separate files. Whichever way you go, importing accounts and addresses is a two step process and addresses can only be imported after accounts.

The import file must be in tab delimited text format and its name must be a maximum of eight characters with no spaces and a three character extension.

The import is done in the NEOSYS maintenance mode using F5 and all NEOSYS listening processes must be shutdown.

ACCOUNT columns

  • ACCOUNT NO - required, alphanumeric plus "/" or "-" characters only.
  • ACCOUNT NAME - required
  • LEDGER CODE - required, must exist in Chart of Accounts File
  • ACCOUNT TERMS - optional positive integer days to to pay 0 for Cash, 30, 60, 90 etc
  • CURRENCY CODE - optional, must exist in Currency File
  • TAX CODE - optional, must exist in Taxes File

ADDRESS columns

  • ACCOUNT NO - required, must preexist in a chart of accounts
  • ACCOUNT NAME - required
  • ADDRESS - required, should be up in one column containing to four lines in quotes and separated by cr/lf characters
    OR four columns "ADDRESS 1" ... "ADDRESS 4".
  • COUNTRY - required, no restrictions
  • TEL - optional, free format so you can put multiple numbers and comments, appears on statements and forecast of payments.
  • EMAIL - optional (ditto)
  • FAX - optional (ditto)
  • COMPANY REG NO - optional
  • COMPANY TAX NO - optional

In the following example the account and address data columns exist in a single file called ACCOUNTS.TXT.

Importing Accounts

First verify that accounts can be imported and correct any errors before proceeding.

IMPORTX D:\ACCOUNTS.TXT ACCOUNTS

Actually import the accounts with the C option (Create).

IMPORTX D:\ACCOUNTS.TXT ACCOUNTS (C)

Option O can be used to overwrite (destroy!) existing records. Use with extreme caution and at your own risk.

Use NEOSYS, Finance, Ledgers, Chart of Accounts to check that the above has created accounts in the expected chart of accounts.

Importing Addresses

First verify the addresses can be imported and correct any errors before proceeding. Can only be done after importing the accounts.

IMPORTX D:\ACCOUNTS.TXT ADDRESSES

Actually import the addresses with the C (Create) option.

IMPORTX D:\ACCOUNTS.TXT ADDRESSES (C)

Option O can be used to overwrite (destroy!) existing records. Use with extreme caution and at your own risk.