You can take data entered in your company file and use it in other software (like Excel) or in other company files. This process is called exporting data. The following video explains how it works.
Take a look at this quick overview:
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Export file type
Your company file data can be exported as either a tab-separated text file or a comma-separated text file. You can open files in both formats in most common spreadsheet programs, including Excel.
|Tab-separated files||These files contain fields that are separated by tab characters. For example, if a tab character appears between Brewster and 300 Roundhill Drive in a file of customer information, the file counts Brewster and 300 Roundhill Drive as two separate fields in a record. Tab-separated files are a common export format in spreadsheet programs.|
|Comma-separated files||These files contain records that are separated by commas. For example, if a comma appears between Brewster and 300 Roundhill Drive in a file of customer information, the file counts Brewster and 300 Roundhill Drive as two separate fields in a record. Comma-separated files are often used by popular database programs.|
Who can export data?
You need to have been assigned a role that enables you to import or export data. The default roles that give access to the Import/Export Assistant are Administrator and Accountant/Bookkeeper. Learn more about the default user roles.
Exporting to another company file
You can export data such as an accounts list or customer list to import into another AccountRight company file. The procedure below explains how to export data. You'll need to export each type of data separately (for example, your accounts list and then your customer list). Once exported, open the other company file and import the data.
Note that there are some fields that must be exported so that your data can be matched to records in your import file. Required fields depend on the type of data you're transferring and are indicated with a caret ^ or asterisks * in the export window. You can choose either comma-separated or tab-separated format.
Exporting customised forms
You can export customised forms from one company file to another. For more information, see Sharing forms with other company files.
Exporting to Accountants Office
If your accountant uses MYOB Accountants Office, you can export financial information (including your accounts list, journal entries, BAS information [Australia only], sales and purchases) directly to MYOB Accountants Office as a tab-separated text file. This file can be sent by email or saved to disk. For more information, see Provide information to your accountant.
If you store your company file online, you can share your data with any user you've set up to access your online company file. For example, your accountant can access your company file and view journal entries without you having to export them. For more information about setting up access to your online company file, see Set up user access.
When you run a report, you can export it in a number of different formats, including PDF, Excel and CSV. This lets you customise, analyse, and display the data however you like. Learn all about Exporting reports.
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To export data
Go to the File menu > Import/Export Assistant.
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Import/Export Assistant option greyed-out? You need to have been assigned a role that enables you to use the Import/Export Assistant to import or export data into AccountRight (the default roles that give access to the Import/Export Assistant are Administrator and Accountant/Bookkeeper). See Default user roles.
- In the Import and Export Assistant window select Export data and click Next.
Select the type of data you want to export from the Export list. If additional options appear in this window, you can complete them to filter the data that will be exported. Click Next.
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Exporting timesheets (Plus and Premier, Australia only)
When you export timesheets, only the entries that don’t have activity slips associated with them are included. You must export activity slips to complete the process.
Select whether the data in the exported file should be separated using tabs or commas, and whether the first row in the file should display the field headers. Click Next.
Choose the fields you want to export and the order in which you want to export them. To do this, click on the first field you want to export in the Available fields column and then click Add. The field name will appear in the Fields to export column.
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Required fields for importing and exporting data
When you import or export data, certain data fields must have valid matching fields in the target software.
If a field has an asterisk (*) next to it, you must select a matching field to it. If two fields have a caret (^) next to them, you must select a matching field to one or both fields.
Repeat the previous step for each field you want to export.
If you want to remove a field’s name from the Fields to export column, click its name and then click Remove. If you want to export all the fields, click Add All.
If you want to change the order in which the fields are exported, select the field you want to move and then click the up or down buttons.
When you've selected the fields, click Export.
In the Save As window that appears, enter a name and location for the export file and click Save. The data is exported and saved as a text file.
When the data has finished exporting, click Close.
Need to open the export file in Excel? See Opening an export file in Excel.