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User Guide - importing accounts data from Excel/VT Accounts 

 

 

 

 IMPORTING  EXCEL or VT ACCOUNTS DATA
If you prepare accounts on Excel  (or other) spreadsheets, you can automatically import the accounts data* and eliminate re-keying by using the Import/Excel  function on the MAIN screen. This function uses a ‘mapping file’ to read the spreadsheet data into TDF. A default mapping file for VT Final Accounts workbooks is already installed. If you use the standard VT abbreviated accounts template for small companies this default mapping file should work without changing any of the fields.

 IMPORT DEMO
You can try this out by adding a new company called Excel Import Limited with a first year end of 31 July 2009. (TDF checks for names and dates so ensure they are correct). Click the Import Excel button, browse to the TrueDataFiler folder and select the Excel Import Limited.xls file. Click the Import button. Then check the Accounts Data/View options to see what you get in less than 10 seconds!

CREATING YOUR OWN MAP
If you use a non-standard VT template or another Excel accounts template you can create other mapping files that will allow you to import your accounts data. (See Excel/VT Mapping Files on the User Data page). Adding a new mapping file initially creates a clone of the default mapping file. You can change any of the co-ordinates to the appropriate Excel references so the import function can find the correct value for each element. For some elements, particularly, textual ones, TDF uses complex but precise parsing rules to obtain the correct data, so it is important that your Excel data for these elements is formatted properly. We will, soon, publish a parsing rules table for users creating their own mapping files.

During the import process, if a particular element causes TDF a conversion problem, the process will stop and inform you which is the 'rogue' element. Check the mapping file co-ordinates for this element and correct any errors. If the problem persists enter 'N/A' in the Worksheet column until it has been resolved. This will enable you to continue with the import process.  Although it is not difficult to create your own individual mapping file based on your own Excel accounts format, we can undertake this for a modest fee - please contact us for a quote). 

NOTE: The import function assumes that all the data it needs to import is in the Source File you select. Therefore the separate pages of the accounts must be stored within the one Excel file (.xls) you select. They can be in separate workbooks within this file but NOT in separate xls files. VT Final Accounts is structured in this way, but if you use your own Excel templates you should store the data in the same way.  

*FUTURE DEVELOPMENTS ON EXCEL IMPORTS
The early version of the function imported all the balance sheet financial data and asset/liability notes and Fixed Asset headings. Later version added the automatic importation of much more non-financial data e.g. Depreciation Rates & Bases, Share Capital Categories & Nominal Values, Accounts date of approval & approving Director's Name, Optional Accounting Polices (Deferred Tax, Foreign Currency, HP/Leasing, Pensions). This is an ongoing process but we are over 90% there and a large proportion of 'uncomplicated' accounts for small companies will be imported in full. Investments, Company & Accountant's details, Company Officers, additional Accounting Policies and Notes are amongst the few remaining areas to deal with in a future version. The ultimate aim is the instant creation of a ‘ready to e-file’ set of accounts with a few clicks.



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