Chapter 14. Exchanging data with your accountant HandiBiz 2015
Transferring data via an ASCII file
HandiBiz 2015 allows you to export and import data via ASCII text files. This enables you to transfer HandiBiz 2015 data to and from other non-HandiSoft programs that do not have the same data format.
Exporting transaction details
HandiBiz 2015 enables you to export transaction details as an ASCII text file. You can then import this file into another program. HandiBiz 2015 allows you to specify how the transaction data records are mapped to the text file, and the character that separates the fields.
To export transaction details
1. From the
Tools menu, click Export Data to an ASCII File. The “Select period for transaction export” window will open.
Figure 117: The "Select period for transaction export" window
2. In the
Start Period and End period fields, type the range of periods of transactions to be included in the export file. If you want to include transactions from only one period, type the same period in both fields.
3. Click OK. The “Export ASCII Data” window will open.
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Figure 118: The "Export ASCII Data" window
4. Click
Load if you want to use a previously saved mapping scheme. On the "ASCII
Import/Export Mapping Schemes" window, select the required mapping scheme and click
Select.
5. Complete the “Export ASCII Data” window and then click Run.
Tip: For information on the "Export ASCII Data", press F1 to display the online help.
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HandiBiz 2015 Transferring data via an ASCII file
6. The “Export File” window will open. Specify the location and file name of the ASCII export file and then click Open. (This is where HandiBiz 2015 will store the exported data).
After exporting the transaction details to the export file, HandiBiz 2015 will display an information window showing how many records were exported.
Importing transaction data
If you want to transfer data from another program into HandiBiz 2015, you can do so by
exporting the data from that program to an ASCII file, and then importing the ASCII file into
HandiBiz 2015.
For specific instructions on importing data from SagePay and Wage Easy, please refer to
“ Importing data from Wage Easy ” on page 134.
To import data from an ASCII file
When you to import data from an ASCII file, HandiBiz 2015 might not know which data fields are contained in the import file, and the order in which the fields are listed. Consequently, you may need to ‘map’ the fields in the import file to those in HandiBiz 2015.
1. From the Tools menu, point to Import Data from an ASCII File and then click General.
The “Import Entries” window will open. This window lists all the transaction entries that have been imported. The rows are blank because the data has not yet been imported.
2. Click Import.
The “Import ASCII Data” window will open. This window allows you to view the information contained in the ASCII file, and to map it to the correct fields in the HandiBiz 2015 database.
Figure 119: The "Import ASCII Data" window
If you want to use a previously saved mapping scheme, click
Load, and select a mapping scheme from the "ASCII Import/Export Mapping Schemes" window. For information on saving and retrieving mapping schemes, refer to " Saving and loading mapping schemes " on page 132.
3. Click File, and then select the import file name from the “Open” window. HandiBiz 2015 will automatically display the file name in the Import File Name field.
4. Under Import File Data Fields, HandiBiz 2015 will display the data fields in the first record of the ASCII file.
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Chapter 14. Exchanging data with your accountant HandiBiz 2015
Each line of text in the ASCII file represents a data record. The individual data fields within each record are usually enclosed in double quotes and delimited by a separator character, which is normally a comma. At this stage you have probably not yet specified what this separator character is, so HandiBiz 2015 will display each record as only having one field.
To specify the separator:
Under Input Field Mappings, in the Separator field, type in the character used to separate the data fields in the ASCII import file.
Under Import File Data fields, HandiBiz 2015 will display the individual fields of each record.
Use the blue arrow buttons to scroll through the lines in the import file.
5. Under Import Field Mappings, the “Import ASCII Data” window lists all the fields in the
HandiBiz 2015 database in alphabetical order. The fields in the import file must be mapped to the HandiBiz 2015 fields.
If a mapping scheme has previously been stored, you can retrieve it for re-use . To retrieve
a stored mapping, refer to " Saving and loading mapping schemes ” on page 132.
If no mapping scheme has been previously stored, you must manually define the mapping.
To define the mapping:
Under Import Field Mappings, in the Map column, number the HandiBiz 2015 fields to correspond to the fields in the import file. Where a HandiBiz 2015 map is not included in the import file, leave the map number blank.
Example: Imagine that your ASCII file looks like this:
“Ref”,”LastName”,”Title”,”FirstName”. In the Map column, you would enter a 1 against
Ref, 2 against Title etc.
6. After you have mapped the fields, you can save the mapping for future use. Refer to
" Saving and loading mapping schemes ” on page 132.
7. Run the import. Refer to “ To run the import ” below, for detailed instructions.
To run the import
1. On the “Import ASCII Data” window, click Run.
HandiBiz 2015 will proceed with the import and display an “Information” window on completion:
2. Click OK on the “Information” window.
HandiBiz 2015 will open the “Import Entries” window listing the imported records.
3. On the “Import Entries” window, check that the records have been imported correctly.
4. Click Errors to display a list of any errors that may have occurred.
5. Select the Delete file Imported check box if you want the import text file deleted when you exit the window.
6. Click Close to exit the window and post the imported entries to the ledger.
7. On the “Attention” window, click Yes to post the entries.
Saving and loading mapping schemes
This manual method of mapping can be time-consuming. For this reason, HandiBiz 2015 allows you to save the mapping scheme so that you can use it to import other similar files.
There are two steps in using this facility (a) Saving the mapping scheme; and (b) Loading a mapping scheme.
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HandiBiz 2015 Transferring data via an ASCII file
To save a mapping scheme:
1. On the “Import ASCII Data” window, in the Mapping name field, type in the name under which you want to store the mapping.
2. Click
Store.
HandiBiz 2015 will open the “Save Mapping As” window for you to confirm the saving.
The “Save Mapping As” window also allows you to change the name of the mapping scheme before you save it.
3. Click
OK to save the mapping scheme.
To load an existing mapping scheme:
1. On the “Import ASCII Data” window, click Load.
HandiBiz 2015 will open the “ASCII Import/Export Field Mapping Schemes” window.
Figure 120: The "ASCII Import/Export Field Mapping Schemes" window
The “ASCII Import/Export Field Mapping Schemes” window lists all the previously saved mapping schemes.
2. Use the arrow buttons or your mouse to highlight the required mapping scheme.
Click View if you want to view the mapping scheme before loading it. Clicking View again returns you to the list of mapping schemes.
If you want to edit the highlighted mapping scheme, click
Edit. Modify the mapping scheme as required, and then click Save to save the changes.
To remove the highlighted mapping scheme, click Delete.
3. To load the highlighted mapping scheme, click Select.
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