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User Guide - importing accounts data from other software (csv format) 

 

 

 

 IMPORTING DATA FROM OTHER SOFTWARE 

You can import trial balances into TDF very easily if your accounting software exports trial balance data in CSV format as most do. Just select the company you wish to import to, click the Import CSV Data button and select the appropriate CSV trial balance file for this company. This will then be auto-formatted in the conversion screen. Follow the on-screen steps to use either an existing conversion file* or create a new one (see below).

MAPPING FILES
Before you can import the data each trial balance entry should be mapped to its appropriate TDF element. If you use an existing conversion file this will be carried out automatically. TDF will inform you if (and how many) entries still need to be mapped . When all entries have been mapped you can import the data straight into TDF's balance sheet.. Once you have a compatible conversion file on the system, you can use this repeatedly and you will find you can import large trial balances with a couple of clicks in a few seconds. 

New Conversion files can be created 'on the fly' when you import the CSV file. Follow the screen instructions to first of all, hide any superfluous fields/columns, then select the appropriate mapping fields, save the file, lock it and map each trial balance entry to the appropriate TDF element or uncheck the Import checkbox for NOT IMPORTED. The program will inform you when all entries have been mapped (and any imbalances or rounding differences) at which point you can import the data straight into TDF's balance sheet. Your new conversion file can then be used again and again on other trial balances and only 'new' trial balance entries will require mapping.

 This function has been tested on the output from a large number of accounting and accounts production packages such as Iris, Sage, Digita, Compac etc and should handle multi-column trial balances (up to 12 columns) from most packages. You can also import Excel trial balances (although if you produce final accounts on Excel the Excel/VT import function which imports textual accounts data as well as the balance sheet figures from Excel accounts workbooks, can produce 'ready to e-file' abbreviated accounts in a few seconds).

DEMO IMPORT
*You must take care when using an existing conversion file that your trial balance csv file is compatible. (although TDF does carry out a pre-check first). For example TDF is pre-installed with a conversion file called CONVERSIONDEMOMAP, which is compatible with CSV files where the mapping key (account number) is in field 2, the values are in field 3 and negative values are DEBITS. You can test this conversion file by importing the file CSVConversionDemo.csv. (This can be found in the TrueDataFiler folder – if not please ask us to email you a copy.)

COMPAC ACCOUNTS USERS
Stephen Guy (who uses both Compac Accounts and TDF) and Colin Harding of Compaq have kindly added a TDF 'link' in Compaq to produce an 'exploded balance sheet' csv which can be 'mapped' into TDF in no more than 30 seconds. 

 The CSV import feature is undergoing a re-write with the ultimate aim of importing more than just trial balance numbers. 



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