- Created by BrianQ, last modified by DijanaN on Jun 23, 2020
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There are a number of options that you can select to customise the way you import data.
Header and Data records
Before you export, you need to choose whether to include field headers as the first record in your export file. Before you import, you need to choose whether the first record in the import file is a header record or a data record.
- Header or Label records are usually used as titles in import files; for example, some header records of customers might be titled ‘Customer Name’, ‘Address’ or ‘Telephone Number’. Header records don’t contain actual data.
If you choose Header Record, it's assumed that the first record in the import file doesn’t contain any valid data, and won’t attempt to import this information.
- Data records are actual information that you want to include in your company file.
If you choose Data Record, it's assumed that the first record in the import file contains valid data (regardless of whether it does or doesn't), and will attempt to import this information.
Identifying the records you want to import
When you import some record types, such as Cards and Sales, you can identify the records you want to import by using the Match xxx using field:
- If you choose to match cards using their Card Co./Last Name, every record must have a customer card with a Co./Last Name assigned to it in order for you to begin the import process.
- If you choose to match cards using their Card ID, every record must have a customer card with a Card ID assigned to it in order for you to begin the import process.
- (Not Basics) If you choose to match cards using their Record ID, every record must have a Record ID assigned to it.
When you import Contact Logs, you have two choices: by Card or by Contact Log Record ID.
Use blank lines between records when importing
A record is an organised collection of information about an individual piece of data. For example, information about a single sale is stored as one record.
When importing sales, purchases, inventory adjustments and journal entries, a blank line must be entered between each record; that is, there must be a line between each sale, purchase, inventory adjustment or journal entry. The blank line marks the end of the record when it is imported into a company file.
If no blank line is entered to separate each record, all of your records could be imported as one long record instead of as individual records.
Importing from a company file If you’re importing information that was exported from another AccountRight company file, a blank line was entered between records in the file during the export process.
Importing from other software If you’re importing information that was exported from other software, be sure the file has a blank line between each type of record. If the file you want to import doesn’t have a blank line between each record, you may want to open the file using a text editor (such as Notepad or Microsoft Word) or a word processing or spreadsheet program and insert a blank line manually.