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  • Importing from RetailBasics into RetailManager


 

 

RetailManager
RetailBasics

ANSWER ID:32620

The RetailBasics Importer function in RetailManager lets you import stock, staff and customer records from RetailBasics. For more information on the RetailBasics Importer function, see the RetailManager user guide (Australia | New Zealand).

You can't import RetailBasics settings such as preferences, hardware setup, or staff security. These will need to be set up again in RetailManager. Transaction records and active lay-bys are also unable to be imported.

Important considerations

If you intend to stop using RetailBasics and start using RetailManager instead, you'll need to consider the following:

  • How you will handle outstanding lay-bys?
  • How you will record the tax collected for transactions made in RetailBasics?

Once you have cleared any outstanding lay-bys, you may want to run the Tax Collected report in RetailBasics and print a copy for your records. You will need to take this amount into account when you report your tax collections to the taxation office. If you are unsure about how to handle this, check with your accountant.

How RetailBasics and RetailManager data is matched

The RetailBasics Importer function will match the fields in your RetailBasics records with the equivalent fields in RetailManager, even if they are labelled differently. For example, if you import customer records, any data that was in the Comments field of RetailBasics will be imported into the Customer Notes field of RetailManager. There are a few fields in RetailBasics that do not have a RetailManager equivalent. Data in these fields may be ignored or treated differently, as explained below:

  • Staff records: The Start Date and the Status will not be imported.
  • Customer records: The Status will not be imported.
  • Stock records: There may be a change to the following details:
    • Unit of Measure: RetailManager does not have units that measure length (feet, centimetres, metres), so stock items that use these units will be imported into RetailManager with the default Each unit.
    • Department: Because departments in RetailManager are linked to categories, the item will also be assigned category values. If the department already exists in RetailManager, then the stock item will be assigned category values of N/A for every category that exists. If the department does not exist in RetailManager, the department will be created with two empty categories. The stock item is assigned category values of N/A for Category 1 and Category 2.
    • Stock Status: RetailManager does not have a status field for stock. Stock items with a status of Inactive will have the Hide in Searches/Reports option selected when they come into RetailManager. This means that they will not appear when you search for stock, or run reports.

 

Importing data from RetailBasics
  1. In RetailManager, go to the File menu and choose RetailBasics Importer.
    If any RetailManager windows are open, a message appears informing you that all open windows will be closed. Click OK.
    If you are connected to a shopfront, a message appears asking you to perform a backup before proceeding.
  2. If you want to proceed without backing up, click Continue, or if you want to backup your database, click Backup.
  3. Choose a location for the backup file and click Save.
  4. Read the information message that is displayed then click OK. The RetailBasics Importer window is displayed.
    Image
  5. Select the location of your RetailBasics data:
    If you want to import from the RetailBasics data folder, select the Select RetailBasics data folder option then click Browse and select the data folder.
    If you want to import from a RetailBasics backup file, select the Select RetailBasics backup file option then click Browse and select the backup file.
    An error message appears if the folder or file you selected does not contain valid data.
  6. Choose the type of data you want to import: Stock, Customers and/or Staff. If you select Stock, tax codes and stock pictures will also be imported.
  7. Click Advanced. The Advanced Options window is displayed.
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  8. Choose the types of records you want to exclude. Use the following table as a guide:

     

    To exclude these records...

    Choose this option...

    Any stock records that have the same stock code as a RetailManager stock item

    Exclude if RetailBasics Stock code matches a RetailManager Bar code

    Any customer records that have the same ID as a RetailManager customer record

    Exclude if Customer ID already exists

    Any staff records that have the same ID as a RetailManager staff record

    Exclude if Staff ID already exists

  9. Click OK. The RetailBasics Importer window is displayed.
  10. Click Import. The data is imported.
  11. If there is a difference in the rate of a particular tax code, a message will be displayed stating that the tax code you are importing has a different rate in RetailManager. Choose whether you want to use the tax rate as defined in RetailManager or RetailBasics and then click OK.

    Tax inclusive prices

    Tax inclusive prices will be recalculated in RetailManager using the tax exclusive price and the tax rate.

  12. When the import is complete, the RetailBasics Import Summary window displays the status of the import (the number of records that were read, added and rejected, and the number of warnings). It will also list the location of the import log file.

    Rejected records

    If any of your records are rejected, open the import log file to find out the reasons for the rejection. The log file will list the reasons.

  13. Click OK. The Getting Started with RetailManager window appears.
     

  14. Read the information and click Close. You have now finished importing records.
  15. Complete the RetailManager setup as described in the next task.
Completing the RetailManager setup

After you complete the import from RetailBasics, you need to complete certain RetailManager setup tasks. Use the table below as a guide.

These additional tasks are necessary because RetailBasics is designed differently from RetailManager. For example, RetailBasics does not have the ability to track inventory or store supplier records, and stock items in RetailBasics do not have details of the cost price. You will need to enter such additional details. You will also need to re-enter program preferences such as the hardware setup and lay-by preferences.

 StepDetails

Set up your retail point-of-sale hardware

You will need to set up your hardware in RetailManager. Your RetailBasics settings are not automatically brought over to RetailManager.

For full instructions on setting up standard retail hardware, including docket printers, bar code scanners, cash drawers, EFTPOS terminals and pole displays, see 'Setting Up Hardware' in the RetailManager user guide (Australia | New Zealand).  

2

Set up RetailManager options

RetailManager has a number of options and setup commands which significantly affect the way you will use RetailManager in your business.

These may include preferences such as those found in the Customise Settings and Setup and Maintenance windows of RetailBasics. For example, you may want to set in RetailManager the rounding rules and lay-by preferences you had set in RetailBasics. You may also need to create the same payment types.

To set these options, go to the Setup menu and choose Options. Review and set each option as required. For instructions, see 'Customising MYOB RetailManager' in the RetailManager user guide (Australia | New Zealand).

Create supplier records

To use the purchase tracking features of RetailManager, you will need to create supplier records. For instructions, see 'Maintaining supplier details' in the RetailManager user guide (Australia | New Zealand).

If you export accounting information (including detailed purchases) to your MYOB business management software, the name of each supplier in your MYOB business management software must match the name in RetailManager exactly-including the same capitalisation and case.

4Edit departments and create categories

RetailManager allows three category classifications for items within a department.

Using departments and categories to group items in your inventory can provide greater detail in reporting, and will help you streamline stock searching and stocktaking.

If necessary, edit the departments that have been imported from RetailBasics, and create categories and category values. For more information, see 'Stock' in the RetailManager user guide (Australia | New Zealand).

5Assign stock items to departments and categories

Assign your stock items to the appropriate departments and categories using the Reassign Stock Items feature.

For more information, see 'Reassigning stock items' in the RetailManager user guide (Australia | New Zealand).

6Edit the imported stock items

Edit each stock item using the Goods Received or Stock window in RetailManager. For each stock item imported from RetailBasics, we recommend that you:

  • enter cost price details in the Purchases (Cost) fields
  • select the supplier for the item
  • set the minimum and maximum quantities that you want to have on hand.

For more information, see 'Updating stock item details' in the RetailManager user guide (Australia | New Zealand).

7Set up staff security

Re-create the staff security options you had in RetailBasics. For more information, see 'Security' in the RetailManager user guide (Australia | New Zealand).

 
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