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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.
Using the Company Import Data Assistant, you can import the following company information:
Tip: If you want to import transactions into TASBooks, you can use another Company Import Assistant to do this.
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.
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:
Before you import data into a TASBooks company, you must:
Tip: Mapping means specifying what fields should go where.
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.
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.
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.
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.
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.
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.
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.
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.
The Maintain User Import Translations window appears for the chosen field.