Importing and exporting data > Managing import and export records
If your accountant uses Accountants Office, an accounting solution widely used by public accountants in practice, you can easily import the Accountants Office Accounts List used by your accountant into your company file.
After you import your accountant’s Accounts List, the accounting information you export will match the accounts list used by your accountant; this enables an easy exchange of information from your company file to Accountants Office.
Before you begin the import process, you must obtain from your accountant a text file (files with an extension of .txt) containing an accounts list from Accountants Office. To learn how to create the file, check the Accountants Office documentation.
To import an Accountants Office List of Accounts
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Choose AccountantLink from the File menu, then choose Receive from Accountants > Lists of Accounts from the submenu. An alert message appears.
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Select the text (.txt) file that contains the Accountants Office accounts list and click Open.
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When the import is complete a message will show the number of records imported. If some records were skipped during the import process, or some other event occurred, a message will appear in this window, indicating that the Import Log report was created.
Transactions from Quicken can be imported into your company file. To import Quicken transactions, you must create a Quicken (QIF) file that contains the transactions. (In Quicken, you’ll choose File > Export Custom > Transactions. You’ll then choose the accounts that are associated with the transactions you want to export. For example, you may wish to export your banking and credit card transactions, but not transactions associated with your investment or brokerage accounts. Refer to your Quicken documentation for information about export options and QIF files.)
AccountRight checks each account associated with transactions in the Quicken (QIF) file when you import the file. If the Quicken account doesn’t match any account in your company file, the Choose an Account window will appear.
Using the window, you’ll match the Quicken account with an account in your software. If you don’t match an account, one will be created for you using the name of the Quicken account or a default account name.
note : Turn off category tracking
If you selected Category Tracking in the System view of the Preferences window and you’ve selected the Required option, deselect it or turn off the option before importing your QIF information. Otherwise, the import will not be successful.
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Choose Import Data from the File menu, then choose Quicken (QIF) File from the Import Data sub-menu. A selection window appears.
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Select the QIF file you want to import. click OK. The import process begins.
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Importing from RetailBasics
You can import journal entries from RetailBasics into your company file.
You can export RetailBasics data to a text file (.txt) and save it to the same location as your AccountRight software company file. Then, when you open your company file, AccountRight will automatically check for the retail.txt file.
Before you import RetailBasics information, ensure that you use the same tax codes and rates in both programs.
To import from RetailBasics
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AccountRight will automatically check for the retail.txt file.
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Exporting information for use with Accountants Office
You can export your accounting information to a compressed tab‑delimited text file that can be read by Accountants Office. You can export your accounts list (account number, account name, account opening balance and Accountant Code), journal entries, sales and purchases.
You can also export reports in PDF format that will provide your accountant with additional information and to alert them to any irregularities in the data.
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Receivables Reconciliation Exceptions
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Payables Reconciliation Exceptions
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Inventory Value Reconciliation Exceptions
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GST Amount Variance Sales
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GST Amount Variance Purchases
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GST Code Exceptions Invoices
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GST Code Exceptions Cash.
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To export data for use with Accountants Office
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Click Send to Accountant in the Accounts command centre. The Reporting Period window appears.
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Select the period of the transactions and reports you want to be exported. (To select a range of months, hold down the mouse button while you move the cursor over the range of months.)
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It’s important not to include dates you’ve included in a previous export, since this would result in double-counting your transactions. As a precaution, we recommend that you tell your accountant the period you’ve selected.
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If you want to send the file as an attachment to an email message, you can enter a linked card in the Linked Card for Accountant field and then click the Email button. (If you’ve entered an email address on the card, the email address will appear automatically when the email is created by your email program.)
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If you want to save the file to disk, click the Disk button. A “save” dialogue box appears, allowing you to enter a name and location for the export file. The name that appears automatically is XXX.mye (Company.mye). You can change the file name if you want, but you must use the .mye extension.
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Using AccountantLink to export your accounting information for use with CaseWare, Ceedata, HandiLedger and Solution 6 MAS
If your accountant uses CaseWare and requests an electronic copy of your accounting records, you can proivide a comma-separated text file of your data that can be read by CaseWare.
Then, if your accountant makes adjusting journal entries that you need to enter in your company file, you can import the journal entries in the comma-separated format.
The AccountantLink function also enables you to export your accounting information for use with Ceedata, HandiLedger and Solution 6 MAS.
If your accountant uses any of these software packages, export your accounting information in the appropriate format and save the file to a disk. Your accountant will then be able to import the information on the disk for use with their accountant software.
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Choose AccountantLink from the File menu; then choose Send To CaseWare from the sub-menu. The Export File/Export to CaseWare window appears.
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A dialogue box appears, allowing you to enter a name and location for the export file. Make entries in the dialogue box, then click Save to begin creating the CaseWare export file.
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When the file has been created, you're ready to send the file to your accountant, who can then import it into CaseWare.
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A dialogue box appears, allowing you to enter a name and location for the export file. Make entries in the dialogue box, then click Save to begin creating the CaseWare export file.
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When the file has been created, you're ready to send the file to your accountant, who can then import it into CaseWare.
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Please note that this task requires single-user access. (Special considerations for networked company files)
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Choose AccountantLink from the File menu, then choose Receive from CaseWare from the sub-menu. A standard “Open” dialogue box appears.
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Use the Open dialogue box to find the file your accountant has given you.
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Please note that this task requires single-user access. (Special considerations for networked company files)
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Choose AccountantLink from the File menu and then choose Others. Choose Ceedata from the submenu that appears. The Export File window opens with Ceedata Format as the Export File Format.
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Select the journal you want to export from the Source Journal menu. You can choose these individually to export each journal as a separate file or you can select All to export all journals as one file.
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It’s important not to include dates you’ve included in a previous export, since this would result in double-counting your transactions. As a precaution, we recommend that you tell your accountant the date range you’ve selected.
A “save” window appears and the file name ceedata.tfr will automatically be entered. You can change the name, if you want, but be sure the extension remains .tfr. When you’re satisfied with the name and location of the file, click Save.
Please note that this task requires single-user access.(Special considerations for networked company files)
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Choose AccountantLink from the File menu and then choose Others. Choose HandiLedger from the submenu that appears. The Export File window opens with HandiLedger Format as the Export File Format.
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Select the journal you want to export from the Source Journal menu. You can choose these individually to export each journal as a separate file or you can select All to export all journals as one file.
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It’s important not to include dates you’ve included in a previous export, since this would result in double-counting your transactions. As a precaution, we recommend that you tell your accountant the date range you’ve selected.
A “save” window appears and the file name handiled.txt will automatically be entered. You can change the name, if you want, but be sure the extension remains .txt.
Please note that this task requires single-user access.(Special considerations for networked company files)
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Choose AccountantLink from the File menu and then choose Others. Choose Solution 6 MAS from the submenu that appears. The Export File window opens with Solution 6 MAS Format as the Export File Format.
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Select the journal you want to export from the Source Journal menu. You can choose these individually to export each journal as a separate file or you can select All to export all journals as one file.
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It’s important not to include dates you’ve included in a previous export, since this would result in double-counting your transactions. As a precaution, we recommend that you tell your accountant the date range you’ve selected.
A “save” window appears and the file name solution.txt will automatically be entered. You can change the name, if you want, but be sure the extension remains .txt.
