Import company data into TASBooks

To help you import information into a TASBooks company, such as customer and supplier records, you can use the Import Company Data Assistant. You can also specify which information goes where, for example, if your import file contains a field for customers’ name, you can map this to the Customer Name field in TASBooks.

Tip: If you import a file that contains existing records, you have the option of overwriting the existing information, or updating only specific fields with information from the import file. For example, you might want to use Microsoft Excel to increase product prices then import the information back into TASBooks, and update only the pricing fields.

What information can I import?

Using the Import Company Data Assistant, you can import the following information:

  • Customer records and groups.
  • Supplier records and groups.
  • Product records and groups.
  • Nominal groups.
  • Nominal Chart of Accounts records.

The import file

You can save the import file as either a .TXT file or .CSV file. When you're importing the company data, you can specify the delimiters used to separate the data on the import file. For example, you could have a file where the fields are separated by a comma, or by a semicolon.

Note: Your file must contain enough information to create a basic record in TASBooks, for example, a customer record requires at least a customer code and customer name.

The import order

If you want to import multiple types of records into TASBooks, they should be imported in the correct order. For example, if you're importing customer records and customer groups, you should import customer groups first, so that these groups exist in TASBooks before the customers within those groups are imported.

We recommend that you import records in the following order:

  • Nominal Groups.
  • Nominal Chart of Accounts records.
  • Supplier Groups.
  • Suppliers.
  • Product Groups.
  • Products.
  • Customer Groups.
  • Customers.

Before importing company data

Before you import data into a TASBooks company, you must:

  • Take a backup of your company data.
  • Ensure that the data you want to import into your TASBooks company is correctly ordered. For example, if you're importing customer records and groups, you should import customer groups first, so that these groups exist in TASBooks before you import the customers within those groups.
  • Ensure that the import file is saved as either a .CSV or .TXT file.
  • Have a user name and password with supervisor level access rights.
  • Close any TASBooks companies you have open.

Import company data into TASBooks

  1. From the TASBooks Company Manager, select the relevant company.
  2. Company > Import Data.
  3. Enter the login details of a user with supervisor level access rights > Authenticate > Next.
  4. Select the type of import you want to perform, for example, Customer Import.
  5. To select the file you want to import > Browse > browse to and select the import file > Open.
  6. Select one of the following options:

    • I want to create a new mapping.
    • I want to use existing mapping. Then choose the relevant mapping option you want to use.

    Tip: Mapping means specifying what fields should go where.

  7. To continue > Next.
  8. Select the relevant delimiter you want to use to separate the fields. For example, if you want to import a .CSV file, select Comma.
  9. If the file contains a header or title row showing the field names > select the First Record Holds Field Names check box.
  10. To continue > Next.
  11. Enter a name for the mapping > Next.

    Tip: The Example Record column shows an example of the data held in each field, you can scroll through data on the import file using the buttons at the bottom left of the window.

  12. Maps To column > choose how you want to map each field on the import file in TASBooks. If there's any fields on the import file that you don’t want to import into TASBooks, leave the Maps To field as {Ignore Field}. Mandatory fields are indicated at the bottom of the window.
  13. Tip: You can choose to drag and drop the required fields into the Maps To column. To do this, click Allow Me To Drag Fields. Then from the Available Fields column, select each required field in turn and drag and drop it to the relevant location in the Maps To column.

    Note: Certain fields need further information to perform the mapping. For example, there are fields in TASBooks which are populated by choosing an option from a drop-down list. When importing this sort of field, you can to specify what data from the import file should be mapped to which of the pre-defined options for that field. When you choose to map to a field that requires further mapping information, a button appears under the Details column. For more information, please refer to the section Additional data mapping.

  14. To continue > Next.
  15. To select how you want the import to proceed if certain situations occur > in the Action column next to each field, select from the available options:
  16. Tip: The options available depend on the type of import being carried out, for example, if you're importing groups or nominal accounts, the only option available is Record Exists.

    Record Exists

    Marketing Code Does Not Exist

    Salesperson Does Not Exist

    Group Does Not Exist

    Customer Exists as a Supplier / Supplier Exists as a Customer

  17. To continue > Next.
  18. If you chose to import selected fields only if a record exists in step 14 > select the fields you want to import in this situation > Next.
  19. Click Import.
  20. To print the import log > View Import Log File > File > Print > File > Exit.
  21. To close the Data Import Assistant window > Finish.

Additional data mapping

Certain types of fields allow further information to be entered to map the data from your import file to the field in your TASBooks record.

Fields with pre-defined options

There are fields in TASBooks which are populated by choosing an option from a pre-defined drop-down list. When importing data to a field with these multiple options, you need to specify what data from the import file should be mapped to which of the pre-defined options in that drop-down list. When a chosen field relates to a drop-down list with multiple pre-defined options, for example VAT Type, the following button appears in the Details column.

To map a field with pre-defined options

  1. From the Field Mappings window, click the button in the Details column.

    The Map Unsupported Import Field Data window appears showing the options available for this field, for example, VAT Type.

  2. If required, enter or amend the currently accepted import values.

    Data entered in this field on the import file that matches the accepted import values will be imported as the corresponding option in the Maps To column. If required, to reset the acceptable import values to their default setting, click reset button in the Load Defaults button at the left-hand side.

  3. Def column > select the default option then to continue > OK.

Fields with user defined options

Certain fields in TASBooks are populated by choosing user defined options. For example, if you have created Customer Groups, in the Groups field on the customer record, you can choose from the existing groups. When you map data to this type of field, you have the option of entering translation mapping, which means you can link certain information on your import file to existing options for that field within TASBooks.

If you choose not to use translation mapping for this type of field, the field is populated with the exact content of the field on the import file. When you select a field which allows user defined translation mapping, the following button appears in the Details column.

To define translation mapping for user defined options

  1. From the Field Mappings window, click the button in the Details column.

    The Maintain User Import Translations window appears for the chosen field.

  2. In the Field Actions window, to import the data in this field into the corresponding field in TASBooks without additional mapping > select Write Raw Import Data (No Translation) > OK.
  3. To use additional mapping for this field > Use Translation Map > Use Translation Map Default.
  4. Translation Map > Maps To column > finder button > select the first option you want to map to.
  5. Currently Accepted Import Values column > enter the values which should be mapped to the chosen option.
  6. Repeat steps 4 and 5 for each of the options you want to map to.
  7. Def column > select the default option > OK.

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