advertisement
Chapter 6. Exporting data
In this chapter, you will learn how to extract data from the HandiSoft database so that it may be used in another software package.
Exporting data
You may want to export information from a HandiSoft program to use in another program. This is achieved using the
Tools menu Export Data To File or Export an ASCII File option in the following HandiSoft programs:
HandiTax
HandiTrust
Time+Billing
Practice Manager - Contact
For information on exporting data from the other HandiSoft programs, please refer to their user manuals.
HandiSoft programs export the data by extracting the required fields and records from the data tables and writing them to a text file. They use the same process as they do for creating reports. Therefore, you use the Report Designer to specify what data is to be exported to the text file. You can save these report scripts for later use.
Creating an export report
1. From the HandiTax, HandiTrust, Time+Billing or Practice Manager Tools menu, click
Export Data To File or Export an ASCII File. The “Export Reports” window will open, listing all available reports.
Figure 25 The “Export Reports” window
2. Click New. The “Export Designer” window will open with the Design Properties tab selected.
3. On the “Export Designer” window, click the
Export Fields tab.
© HandiSoft Software Pty Ltd
65
Chapter 6. Exporting data Advanced Features 2015
Figure 26: The "Export Designer - Export Fields" page
The “Export Fields” page is used to select the data tables and fields that will be included in the ASCII export file. You can also specify the order in which the fields are to be written into the ASCII file.
You can select the fields from a single or multiple data tables. If you use more than one table, you have to specify the fields that link the tables. For example, if you select multiple tables that each has a “Ref” field, you can make the “Ref” field of one of them a master and then link the other tables to it via their “Ref” fields.
4. In the Table field, select a data table from which the data is to be extracted.
5. In Field, select a field to be included, and click Add.
6. Repeat the previous step until you have added all the data fields to be included from that table.
The “Export Fields” page will display the selected fields as boxes.
If you want to add fields from another table, you will have to set one of the already selected fields as a Master. For example, if you are going to link the tables via their “Ref” fields, then you must set the “Ref” field to be the Master.
To link tables
1. Right-click over the box for the field you want set as Master.
2. On the menu that appears, click
Set Master.
66
The field box will display that it is a master.
© HandiSoft Software Pty Ltd
Advanced Features 2015 Exporting data
3. In the Table field, select the next data table to be included. In Field, select the required data fields and click Add.
4. Repeat the previous step until you have added all the tables and fields.
If you have selected more that one table you will have specify the fields that will link the tables. To do this:
Right-click over the boxes for the fields to be linked.
On the menu that appears, click Set Link.
A green line will indicate the linkage to the Master.
The following figure shows an example of a completed field selection.
To set the field positions
You can swap positions of the field boxes to change their order in the ASCII file. There are two ways of doing this:
Click the field box and drag it to cover the box with which you want to swap it.
or
Right-click one of the boxes to be swapped and, from the displayed menu, click
Set Swap
Flag. The box will turn yellow. Right click the other box and click Swap with…
To remove fields
To remove a field from the ASCII file, click its box and then click Del. Alternatively, rightclick the box and, from the displayed menu, click Remove.
To remove all the fields, click Clear. Alternatively, right-click any of the field boxes and, from the displayed menu, click Remove All.
© HandiSoft Software Pty Ltd
67
Chapter 6. Exporting data Advanced Features 2015
Designing properties
The “Design Properties” page is used for defining the format of the ASCII file and for setting expressions to select specific records for inclusion.
To set the ASCII file format
1. On the “Export Designer” window, click the Design Properties tab.
Figure 27: The "Design Properties" page
2. Complete the fields in the “Design Properties” page.
Tip: For information on the "Design Properties" page, press F1 to display the online help.
Editing an ASCII export script
You may also edit an existing script. To do this:
1. In the “Export Reports” window, highlight the script to be edited, and click Edit. The program will open the “Export Designer” window displaying details of the highlighted script.
2. Edit the script as required.
3. Click Save to save your changes and exit the “Export Designer” window.
Viewing an ASCII export script
The HandiSoft programs provide the facility to view the ASCII export script code. You are not able to edit the text directly, but you can go back to the "Export Designer" to correct any mistakes.
To view a script
1. In the “Export Reports” window, highlight the script to be viewed.
2. Click
Script.
The program will open the “Script Viewer” window.
68
© HandiSoft Software Pty Ltd
Advanced Features 2015 Exporting data
Figure 28: The "Script Viewer" window
The “Script Viewer” window displays the script code. It does not allow you to edit the script.
If you want to change any thing on the script, you will have to edit it via the “Export
Designer” window.
3. When you have finished viewing the script, click Close to exit the “Script Viewer” window.
Running the script
To export the data to the ASCII file, you have to run a script. You can choose to view the contents to the ASCII file by selecting the View output file after export check box.
To run the script
1. On the “Export Reports" window, select the View output file after export check box if you want to view the file after running the script.
2. Click Run.
The program will display a status bar indicating the progress of the data export.
If you selected the View output file after export check box, the program will open the
Notepad text editor with the newly created ASCII file.
3. If required, you can use Notepad to edit the ASCII text file.
Note: This is not recommended because changes you make here will only affect the output
ASCII file. If possible, use the “Export Designer” window to edit the script, and then run it again.
4. Exit from Notepad when you have finished viewing and editing the script.
The data has now been exported to an ASCII text file.
Using expressions
You might not want to export information for all records. By creating an expression, you can specify which records are to be exported. For example, you might want to export information on clients belonging to a specific Partner in your firm, or export only unpresented transactions.
To create an expression:
1. On the “Export Designer” window, click the Design Properties tab
2. Place your cursor in the Expressions area. Press either F2, or click the button.
Note: This button will only be available if you have completed the "Export Fields" page.
The “Expression Editor” window will open.
© HandiSoft Software Pty Ltd
69
Chapter 6. Exporting data Advanced Features 2015
Figure 29: The “Expression Editor” window
3. Complete the “Expression Editor” window and then click Done.
Tip: For information on the “Expression Editor” window, press F1 to display the online help.
Tutorial – Creating an export report
The best way to learn how to create an export report is to create one you. Imagine that you work for ABC Accounting and have been asked to export all unpresented receipt transactions from HandiTrust for all clients. The procedure is similar for HandiTax, Time+Billing and Practice
Manager.
1. From the Tools menu, click Export Data To File or Export an ASCII File. The “Export
Reports” window will open, listing all available reports.
2. Click New. The “Export Designer” window will open.
3. Enter the following information into the “Export Designer” window:
Item Data to enter
Export Design Name Tutorial – Create an export report.
Fields Delimited By Comma.
Fields Enclosed By
First Line Shows Field
Names
Double quote.
Select this check box.
4. You must specify the information to be exported. In this case, we require the (a) client reference code (b) receipt number (c) date (d) category and (e) amount.
All of this information is recorded in the ReceiptItems table. To specify information to export, simply:
Click the Export Fields tab.
In the Table field select ReceiptItems.
In the Field field, select CliRef.
Click Add.
Repeat this process for all remaining fields. For example, to add the receipt number, you would select the table as ReceiptItems and the Field as ChqRecNo.
5. You only want to export unpresented receipt items. Consequently, you must create an expression to only include those items. To create the expression:
Click the Design Properties tab.
Put your cursor in the Expression field and then press F2. The “Expression Editor” window will open.
Complete the following information
70
© HandiSoft Software Pty Ltd
Advanced Features 2015 Exporting data
For detailed information on the fields in the “Expression Editor” window, press F1 to display the online help.
Item Information to enter
Table
Field
Operator
Value
Receipt Items
Cleared
=
Leave blank
Click Add. Notice that the program has completed the Expression section.
Click Done.
6. Complete Destination File with details of where the exported information is to be stored.
Enter
Tutorial.txt as the file name.
7. Click Save. The “Export Report” window will open, displaying your saved report.
8. Highlight your report and then click Run.
The program will create Tutorial.txt. You could use this file to import HandiSoft information into another program, such as Microsoft Excel™.
© HandiSoft Software Pty Ltd
71
advertisement
Related manuals
advertisement
Table of contents
- 11 History of changes
- 11 Changes made
- 11 Changes included in version: 03/07/2015
- 11 Changes included in version: 13/06/2015
- 11 Changes included in version: 18/03/2015
- 11 Changes included in version: 15/09/2014
- 13 Chapter 1. Welcome!
- 13 The HandiSoft product suite
- 16 About the user manuals
- 16 Assumed knowledge
- 16 Conventions used
- 16 Tips
- 16 Cautions
- 16 Notes
- 16 Knowledge Base
- 17 Printable versions
- 17 Software support
- 17 Contacting our Support Department
- 17 Before contacting us
- 18 Self-help
- 18 Ongoing support
- 18 Contacting us by telephone
- 18 To contact by telephone:
- 18 Contacting us by email, fax or mail
- 19 Software upgrades
- 19 Release notes
- 19 Monthly CD Service
- 19 Training and consulting
- 20 The Sage HandiSoft Internet site
- 21 Chapter 2. Installing and configuring HandiSoft programs
- 21 System requirements
- 22 Installing the program
- 22 Fonts
- 22 Operating the "Fonts" window
- 22 Add a font style
- 23 Edit a font style
- 23 Delete a font style
- 24 Page Setup
- 24 To access the Page Setup
- 25 Setup name
- 25 Editing a Setup name
- 25 Paper size
- 26 Paper margins
- 26 Passwords and security
- 26 Establishing passwords without Security 2015
- 27 Establishing passwords with Security 2015
- 28 Customising colours
- 28 To change the screen colours:
- 29 Partners, managers, staff and offices
- 29 Designating partners and managers
- 29 To view user details
- 30 To add a user
- 31 To set a user to be a partner and/or manager:
- 32 To remove a user
- 32 Adding and editing offices
- 33 Chapter 3. Backing up your data
- 33 Possible causes of data corruption
- 33 Suggested ways of minimising data corruption
- 33 Power failure
- 33 Hard disk drive failure
- 34 Computer viruses
- 34 Unauthorised access (“hacking”)
- 34 Suggested hardware
- 34 Suggested backup regime
- 35 Data to be backed up
- 35 Backing up manually
- 36 Restoring the data
- 36 Online backups
- 37 Chapter 4. Reports and filters
- 37 Operating filter expressions
- 37 Creating a filter expression
- 37 Filter rules
- 38 Fields and functions
- 39 Address values
- 39 Telephone numbers
- 39 Operating the “Report Preview” window
- 39 Editing reports
- 40 Saving a report and its data
- 40 Save a report
- 41 Retrieve a report
- 41 Finding reports
- 41 Exporting reports to Word and Excel
- 41 To export a report to Word or Excel
- 42 Saving reports as PDF files
- 42 To save a report as PDF
- 44 Collating reports
- 44 Adding a report to the collated document
- 45 Emailing reports
- 45 Emailing reports as a PDF attachment
- 46 Emailing reports as HTML
- 47 Chapter 5. Creating your own reports
- 47 Some definitions
- 47 Components of a report
- 48 Filter expression
- 48 Page setup
- 48 Report bands
- 49 Report bands - example
- 49 Report cells
- 50 Report fields and report functions
- 51 The RTF editor
- 51 Creating RFT text
- 51 Loading RTF text
- 52 Tutorial - beginners
- 52 Copy the existing report
- 52 Modify the new report
- 54 Running your report
- 54 Tutorial - intermediate
- 54 Plan the report
- 55 Portrait or landscape
- 55 Information to appear at the Top of each page
- 55 Information to appear at the BOTTOM of each page
- 55 Information to display on the LAST page ONLY
- 55 Will a single record in the report take up multiple lines?
- 55 What totals will be required?
- 56 Will the report use a filter expression?
- 56 In what order is the report to be displayed?
- 56 Set up the Report Designer
- 57 Create the report
- 57 Create the Header Band
- 57 To create the HeaderBand:
- 58 Add the date of printing
- 58 Add the report’s title
- 59 Add column headings
- 60 Create the Master Band
- 60 To create the Master Band:
- 61 Add cells to the Master Band
- 62 Create the page Footer Band
- 62 To create the Footer Band
- 62 Add cells to the PageFooterBand
- 62 To create the cell
- 63 Create the Grand Total Band
- 63 Add cells to the GrandTotalBand
- 64 Changing fonts and page set-ups
- 64 Using font styles in reports
- 64 Linking a page setup to a report
- 65 Chapter 6. Exporting data
- 65 Exporting data
- 65 Creating an export report
- 66 To link tables
- 67 To set the field positions
- 67 To remove fields
- 68 Designing properties
- 68 To set the ASCII file format
- 68 Editing an ASCII export script
- 68 Viewing an ASCII export script
- 68 To view a script
- 69 Running the script
- 69 To run the script
- 69 Using expressions
- 70 Tutorial – Creating an export report
- 73 Chapter 7. Documents and mailing labels
- 73 The Document Manager
- 73 Enabling the Document Manager
- 74 Opening the Document Manager
- 74 Operating the Document Manager
- 74 Running the Jobflow Manager
- 74 Standard documents and field codes
- 74 Example
- 75 The Document Editor
- 75 Creating a new document
- 75 Formatting the document
- 75 Printing a document
- 76 To print a document:
- 76 Microsoft Word™
- 77 Create a Word document
- 77 Print a Word document
- 77 To print a Word document:
- 78 Creating a merged document in Word
- 79 Editing a Word document
- 79 Mailing labels
- 79 Configuring mailing labels
- 80 Printing labels
- 80 Step-by-step mailing labels
- 80 To set up the mailing labels:
- 81 To preview and edit the labels
- 83 Customised labels
- 83 Printing customised labels
- 84 Designing customised mailing label layouts
- 86 To copy a mailing label layout
- 86 Filters and matching conditions
- 86 Worked example
- 86 Using the Documents menu
- 88 Using the Document Manager
- 89 Chapter 8. Client extra details
- 89 Customising the "Client Extra Detail" window
- 89 Opening the "Client Extra Detail" window
- 90 Labelling the Extra Client Detail fields
- 91 Using the Selections fields
- 91 Transferring existing text fields
- 92 Adding and editing selection values
- 93 Entering Extra Client Detail information
- 93 Batch updating Extra Client Details values
- 94 Reporting and filtering on Client Extra Detail fields
- 95 Chapter 9 HandiSoft Notify SMS messaging
- 95 Configuring HandiSoft Notify
- 95 Displaying received SMS messages
- 96 Creating standard messages
- 96 Setting up signatures
- 97 Sending messages
- 99 Sending to multiple recipients
- 100 Sending from Practice Manager
- 100 Sending from HandiTax
- 100 Receiving replies to your messages
- 101 Message log
- 102 Cancelling scheduled SMS messages
- 102 Purging SMS log records
- 103 Running SMS reports
- 103 Managing SMS credits
- 105 Chapter 10. HandiSoft Connect
- 105 Activating the HandiSoft Connect service
- 106 Managing HandiSoft Connect users
- 106 Adding HandiSoft Connect users
- 108 Changing users’ PINs
- 108 Resetting and disabling users’ PINs
- 109 Practice Manager – Security settings
- 110 Logging into HandiSoft Connect
- 112 Managing your client database via HandiSoft Connect
- 112 Viewing and editing clients
- 114 Adding a client
- 115 Managing client notes
- 115 Viewing and editing client notes
- 116 Adding a client note
- 117 Sending SMS messages to clients
- 118 Generating client financial reports
- 118 Generating a Financial Report for a client
- 118 To generate the report
- 119 To email the report
- 119 To upload the report to the Client Portal
- 120 Accessing Document Manager documents
- 120 Accessing a client’s documents
- 120 To view document details
- 121 To email the document
- 122 To upload the document to the Client Portal
- 122 Accessing clients’ tax forms
- 122 Accessing a client’s tax forms
- 122 To view a tax form
- 123 To email the tax form
- 124 To upload the tax form to the Client Portal
- 124 Entering and editing timesheets
- 125 Adding a timesheet entry
- 126 Listing your timesheet entries for a day
- 127 Viewing and editing existing timesheet entries
- 128 To delete a timesheet entry
- 128 To post a timesheet entry
- 128 To edit a timesheet entry
- 129 Viewing your diary events
- 129 Accessing your diary
- 129 To view your diary
- 130 To search for an event
- 131 Viewing contact details
- 132 Viewing Event Details
- 132 To view other event details
- 133 To view contact details
- 133 To view Jobflow link details
- 133 To view Timesheet details
- 134 To view an event description
- 134 To view event documents
- 135 Chapter 11. Additional HandiSoft tools
- 135 Use of the Enter key
- 135 Copying, cutting and pasting
- 135 Right-click copying
- 135 Keyboard shortcuts
- 136 Hot keys
- 136 Function keys
- 136 State from Post Code
- 136 Finding and ordering information
- 136 The "History" window
- 137 Keyboard macros
- 137 Creating a macro
- 137 To record a macro
- 138 To create a macro directly
- 138 Run a macro
- 138 To run an existing macro
- 138 Edit a macro
- 139 To edit an existing macro
- 139 To delete an existing macro
- 139 Copy a HandiSoft Index File
- 139 Updating the Index File
- 139 To load an Index File
- 140 Send email message
- 140 Using the calculator
- 140 To access the calculator via the Tools menu
- 140 Obtaining version and licensing information
- 141 To open the “About” window
- 143 Index