Importing and Exporting—procedures

Importing and exporting data > -Managing import and export records

Importing and Exporting—procedures

Importing Accounts Lists from an accountant

ou can easily import the Accounts List used by your accountant into your company file.

After you import your accountant’s Accounts List, the accounting information you export will match the accounts list used by your accountant; this enables an easy exchange of information from your company file to .

Before you begin the import process, you must obtain from your accountant a text file (files with an extension of .txt) containing an accounts list.

To import a List of Accounts

1

Choose AccountantLink from the File menu, then choose Receive from Accountants > Lists of Accounts from the submenu. An alert message appears.

2

Click Yes if you want to continue with the importing process. The Open window appears.

3

Select the text (.txt) file that contains the accounts list and click Open.

When the import is complete a message will show the number of records imported. If some records were skipped during the import process, or some other event occurred, a message will appear in this window, indicating that the Import Log report was created.

Exporting information to accountants

You can export your accounting information to a compressed tab‑delimited text file that can be . You can export your accounts list (account number, account name, account opening balance, journal entries, sales and purchases.

You can also export reports in PDF format that will provide your accountant with additional information and to alert them to any irregularities in the data.

These reports are always included in the export:

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Debtors Reconciliation Exceptions

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Creditors Reconciliation Exceptions

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Bank Reconciliation.

These reports are included only if exceptions occur:

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Stock Value Reconciliation Exceptions

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VAT Amount Variance Sales

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VAT Amount Variance Purchases

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VAT Code Exceptions Invoices

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VAT Code Exceptions Cash.

To export data to accountants

Please note that this task requires single-user access.

1

Click Send to Accountant in the Accounts command centre. The Reporting Period window appears.

2

Select the period of the transactions and reports you want to be exported. (To select a range of months, hold down the mouse button while you move the cursor over the range of months.)

It’s important not to include dates you’ve included in a previous export, since this would result in double-counting your transactions. As a precaution, we recommend that you tell your accountant the period you’ve selected.

3

Choose the method you want to use to send the information.

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If you want to send the file as an attachment to an email message, you can enter a linked card in the Linked Card for Accountant field and then click the Email button. (If you’ve entered an email address on the card, the email address will appear automatically when the email is created by your email application.)

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If you want to save the file to disk, click the Disk button. A “save” dialogue box appears, allowing you to enter a name and location for the export file. The name that appears automatically is XXX.mye (Company.myo). You can change the file name if you want, but you must use the .mye extension.

4

When you’re satisfied with your entries, click the Save button (Disk) or the Send button (Email).

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Records that can be imported and exported

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File formats for importing and exporting

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Dealing with duplicate records when importing

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Import and Export—general topics

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