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Import and Export Fields Overview
In MYOB AccountEdge, a record is a collection of information about individual parts of accounting data. For example, information about a single customer or a single sale is stored as a record. When importing and exporting, information is separated into two types of records: fixed-length records and variable-length records.
In the first type of record, all information for a single record is contained in one line. The information is separated by a choice of tabs or commas, and an enter or return character is entered to indicate the end of a record. Accounts, items, activities, activity slips, and cards are records that are contained in one line.
Here is an example of a tab-delimited import file for accounts. Notice that one paragraph symbol (representing the enter or return character) separates each account record.
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|
|
Checking Privileges∂ |
11100 -> |
Checking Account -> |
$5,200.00 -> |
C∂ |
16100 -> |
Vehicles, Orig. Cost -> |
$32,000.00 -> |
∂ |
23100 -> |
Accounts Payable -> |
$21,000.00 -> |
∂ |
In the second type of record in AccountEdge, information for a single record consists of a variable number of lines. The information is separated by a choice of tabs or commas, an enter or return character is entered at the end of each line and an additional enter or return character indicates the end of the record. Sales, purchases and journal entries are records that consist of a variable number of lines.
Here is an example of a tab-delimited import file for sales. Notice that one paragraph symbol (representing the Enter or Return) indicates the end of each line of the sale and that an additional paragraph symbol indicates the end of each record.
Journal Number -> |
|
Account Number -> |
Debit Amt -> |
Credit Amt -> |
|
000003 -> |
10/1/00 -> |
13000 -> |
$9,000.00 -> |
-> |
∂ |
000003 -> |
10/1/00 -> |
13000 -> |
-> |
$9,000.00 -> |
∂ |
∂ |
|||||
000008 -> |
11/12/00 -> |
13000 -> |
$1,567.50 -> |
-> |
∂ |
000008 -> |
11/12/00 -> |
13000 -> |
$78.38 -> |
-> |
∂ |
000008 -> |
11/12/00 -> |
41200 -> |
-> |
$1567.50 -> |
01∂ |
000008 -> |
11/12/00 -> |
25000 -> |
-> |
$78.38 -> |
∂ |
000008 -> |
11/12/00 -> |
52000 -> |
$999.96 -> |
-> |
01∂ |
000008 -> |
11/12/00 -> |
12200 -> |
-> |
$999.96 -> |
∂ |
Having an incorrect number of enter or return characters can cause all of your records to be imported as one long record instead of individual records. If youíre importing information that was exported from another MYOB software data file, the correct number enter or return characters was entered in the file during the export process. If youíre importing information from another software program, be sure the file has the correct number of enter or return characters for each type of record. If it doesnít, you may want to open the file using a text editor (such as SimpleText) or a word processing or spreadsheet program and insert the correct number of enter or return characters.
When exporting, you have the option to include terms for customer and vendor cards and for all types of sales and purchases. When importing, though, terms are always added to customer and vendor cards and all types of sales and purchases. If terms are included in your import file, along with your cards, sales and purchases, those terms are imported. If terms are not included in the import file, terms are added according to the two following methods:
If the Payment is Due field is blank or invalid when importing customer and vendor cards, the default Payment is Due field for customers and vendors will be substituted. (To see the default Payment is Due for customers and vendors, click on the Terms button on the Sales or Purchases tab in the Preferences window of AccountEdge.) If other Terms fields are blank or invalid, terms typically associated with the Payment is Due field will be substituted.
If the Payment is Due field is blank or invalid when importing sales and purchases, the Payment is Due entry entered in the Credit Terms window of the customer or vendor card will be substituted. If other Terms fields are blank or invalid, terms typically associated with the Payment is Due field will be substituted.
If youíre importing or exporting sales to which one single payment has been applied, the amount of the payment will be imported or exported and you can also import or export the payment method and the payment method details, if you wish. If youíre importing or exporting sales to which more than one payment has been applied, no payment method or payment details will be imported or exported.
Click below for a detailed description of each field:
Service Sales and Purchases Fields
Item Sales and Purchases Fields
Import and Export Fields Overview