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Need to import data into AccountRight but not sure where to start? The easiest solution is to create an import template and populate it with your data, ready for importing.

You can create the template by exporting the same type of information from AccountRight's sample company file. The export file becomes your template.

To use the template, open it in Microsoft Excel and replace its contents with the data you want to import. You can then import the file into your company file.

OK, let's step you through it.


To create an import template

To create an import template 

  1. Open AccountRight.

  2. On the Welcome window, click Explore a sample company.

  3. Sign in as the Administrator user (leave the Password blank).
  4. Export the type of information you need for your template, such as customer cards.
    1. Go to the File menu and choose Import/Export Assistant.
    2. Select the Export data option then click Next.
    3. At the Data Type step, choose the type of data you want for your import template, then click Next.
    4. At the Format step, select the options Tabs and Include field headers in the file, then click Next.
    5. At the Select Fields step, select the fields you want to include in your import template. If unsure, just click Add all to export all fields.
    6. Click Export.
    7. Save the export file in an easy to find location, such as your Desktop.
To use the import template

To use the import template

Now that you have a template, you can open it in Excel and replace the contents with your data - ready for importing.

Here's how:

  1. Open Microsoft Excel.
  2. Go to File > Open.
  3. For the type of file, select All Files(*.*). This ensures you'll be able to find your import template which is a text (.TXT) file.
  4. Locate and open your exported text file. The Text Import Wizard appears.
  5. In Step 1 of the Text Import Wizard, select the Delimited option, then click Next.
  6. In Step 2 of the Text Import Wizard, select the Tab option, then click Next.
  7. In Step 3 of the Text Import Wizard, click Next.
  8. Click Finish. The file contents of your template will be displayed. Notice in our example:

    • the first cell contains parentheses (brackets) - these need to remain.

    • the second row (beneath the row with the brackets) is labeled so you can easily work out what type of information is displayed in each column.

  9. Delete the data from row 3 down. This is the data from the sample company file which you don't need. Remember to leave the brackets on the first row, and the headings on the second row.

  10. Enter your data in each applicable column. Remember:
    • each column represents a field in your company file.
    • each row represents a different record, e.g. a separate transaction, contact, item, etc.
    For details on the requirements of each field, see Import and export fields.
  11. When you're done, save the template as a text (.TXT) file. If you like, you can give the file a meaningful name, such as "Customer import" or similar.

Your template is now ready for importing as described below.

To import the prepared template

To import the prepared template

Now that you've populated the template with your data, it's ready for importing. But first, you should create a backup

Let's do it!

  1. Open the AccountRight company file you want to import the data into.
  2. Go to the File menu and choose Import/Export Assistant.
  3. Select the Import data option then click Next.
  4. At the File Type step:
    1. Choose the type of data you're importing.
    2. Click Browse, select your import template then click Open.
    3. Click Next.
  5. At the Format step:
    1. Select the options Tabs and Headers or Labels.
    2. At the field If data you are importing already exists in this company file, choose Update existing data.
    3. Click Next.
  6. At the Match Fields step, click Auto Match. Providing you didn't change the column headings in the template, this will correctly match the import fields with the applicable AccountRight fields.
  7. Click Next.
  8. If you haven't already done so, click Back up to create a backup of your company file. This is a safeguard in case the import doesn't go as planned.
  9. When you're ready to import, click Import. The data in the template is imported into your company file.

The results of the import are shown at the Conclusion step. If there were any issues, view the Import log for details.

If things didn't go to plan

Importing can be a tricky thing – even using an import template. That's why it's important to create a backup before you import. That way, if you can't resolve your import issue using the import log, you can restore the backup. The restored company file will be just as it was before the import so you can investigate what went wrong and try again.