Synchronising AccountRight cards with Microsoft Outlook incorporates automatic field matching which prevents most issues associated with sharing data between programs. Automated field mapping traps and alerts you to anything that may compromise your business data.
The information below might help you to understand, prevent and correct Outlook Sync errors and warnings.
Errors and warnings are a result of mismatched data. Examples of this are as follows:
- Data being imported doesn't match the format of the receiving field. For example, transferring a person s name (alpha characters) to a field that can only accept a date.
- Imported data exceeds the character limit of the receiving fields - transferring 11 characters to a field that is reserved for 10 characters.
- Importing a field that contains no data into a field that contains data. In MYOB Outlook Card Sync, existing information cannot be removed by importing a blank field.
Warning: Data being transferred isn't fully incompatible with the receiving card record or field. Where this happens, the data may be altered slightly or it may be substituted with default data.
Error: When an error is encountered, the card record or field is skipped and isn't imported.
A summary is displayed after each card sync session. The details of any reported errors or warnings can be viewed in log files saved in the OutlookSync folder located in your AccountRight installation folder.
The two log files are:
- MYOBImport.html used when transferring data from Outlook into MYOB.
- OutlookImport.html used when transferring data from MYOB into Outlook.
When performing a card sync, be sure to read every message that is displayed. We strongly recommend you always review the log file upon the completion of each card sync session.
The following is an example of what can cause a warning and how they are reported.
In this example:
- Data is being exported from Outlook into AccountRight.
- The Outlook field Other Address Postal Code is being used to store a customer reference number consisting of 11 digits. This field is automatically mapped to AccountRight's Customer Card - Address 2.Post Code field, which has a capacity of 10 characters.
The Import Summary window will provide details of this issue.
In the MYOB Import.html log, it can be seen the warning relates to the MYOB card A-Z Stationery Supplies, and warning reads Postcode too long; truncated.
In AccountRight's Card Details window shown below, it can be seen that the first 10 characters of the original 11 digit number were imported.
Outlook Sync field mapping ensures the data shared between MYOB and MS Outlook is compatible. Because of this, error trapping mainly relates to changing an existing record. In the following example:
- The telephone number of an Outlook card entry is changed and a card sync performed.
- The Outlook Sync Update Rules are set to either: Ask me to Confirm Updates, or, Do not update existing records.
The variance between the existing data and the data being imported triggers a Confirm Update message.
In the message shown just below, you can see:
- The Company Name field displays the card being affected.
- Details of the update are listed in the Existing Detail and New Detail fields.
In this example, we have chosen not to update the customer record by clicking Skip. The Import Summary or Synchronisation results window will report on skipped records.
There are several steps to correct errors and warnings and they are listed as follows:
- Use the information within this support note to identify conflict.
- Determine if the issue is an error or a warning.
- If the error is a warning, open the receiving program and check what data has been imported. Does it affect the integrity of your cards or contacts. If it does, then you will need to restore your business data (MYOB or MS Outlook). Information on restoring your MYOB data can be found in our support note titled Backup and restore your company file.
- If the error caused records to be skipped, then review those records and make any necessary corrections. Skipped records can also be due to your card sync settings; so if necessary review those as well.
In correcting any errors, you may find our support note titled Outlook Sync field mapping helpful. It lists the fields that have been matched between MYOB and Microsoft Outlook.