The Access Import Utility is subject to a separate licence from the Accounts.

The application enables you to Import data held in external files into your Access database, both during initial setup of your system and thereafter as required.

The Imported data can come from other systems, or can be keyed in directly through a text editor or a spreadsheet program. The data is arranged in columns, with each row being an Import record.

Both Records and Transactions can be imported, and this application has a Help system that describes the precise file formats and the rules applicable to each.

This data can be used to create or update Records, or to enter Transactions as if they had been keyed in.

Template files are available for each file format. These contain all the column headings in the first row/record as an aid for data entry and correct alignment. This means that the first row/record should be ignored when importing the data.

When Importing Records, if a matching record already exists, the Imported data is treated as an Amendment, whereas if no matching record exists, the Imported data is Inserted. This means that you cannot create duplicate records.

When Importing Transactions, you can select whether all detail line Transactions with the same reference data are to be treated as part of the same Transaction, or whether to treat every imported record as a separate Transaction.

Transactions may only be imported if the records related to them already exist in the database.

It is essential that the version of Importer you use, matches the version of the Accounts that you are using.

As an alternative to using the Import Utility, you can use Access Transaction Broker for importing both records and transactions from remote sites.

For example, Salesmen in the field can use standard email facilities that have been enhanced with template windows, for such purposes as entering a new Customer, or a new Order, or for sending in their Timesheets. These Email facilities will update the Accounts database directly, in much the same way as the Import Utility

The Import Utility is designed to transfer data into (and out of) Access Accounts data files. It provides a secure method of Importing data, allowing Access to become the cornerstone of bespoke systems.

With the Import Utility, every user of Access Accounts can easily learn how to import Customer Records, Charts of Nominal Accounts and Budgets.

Static data, such as Customer Records, is checked to ensure that every Customer code is unique and that there are no duplications. Special fields, such as Customer Balances, are protected by the system.

If it is required to import these balances, Access will ensure that an Adjustment transaction is created to justify the balance.

Customer addresses can be overwritten by future imports, but the balance, once entered, can only be amended by importing (or posting) transactions.

Importing Transactions requires some planning to ensure that data is brought into the accounts package in a satisfactory manner. Transactional data is checked to ensure that all the essential fields have a valid value - data that does not conform is rejected.

Data can be imported from a wide variety of file types. The user can select the required type of file each time data is to be imported.

Data can be brought in from older accounts systems and legacy databases when users upgrade from older technology. It also enables data to be imported from spreadsheets and most other modern software packages, enabling users to enter or create data outside Access, and then import it at their leisure.

Transferring data from older accounts systems into Access requires planning and practice and it is strongly recommended that this work is undertaken by a trained Access Partner. If you are going to use the Import Utility regularly, we suggest that you obtain some training in its use.

Imported data is added to the stored data, and thus increases the size of the data file.

Using the Import Utility you can import Records or Transactions for a specific Access module, Sales Ledger, Stock Control, etc.

The method of operation is more or less the same for every module. The on line Help describes how to use the Utility.

Before importing any data at all, you must review the Options available. There are some Options which, once set, apply to all modules, and further options that can be set for specific modules.

There is a Macro facility which allows you to list up to ten different imports which can all be triggered from one macro command and you can store up to ten macro commands. The most common uses for the macro facility are:

An Access Specialist Centre may regularly import data from a particular manufacturer's older accounts system. Having set up all the relevant options once, they can then import Sales, Purchase and Nominal data from the older accounts system with a single command.

An Accountant using Access as a bureau system for multiple clients may keep charts of accounts for different industries in spreadsheets. A single command can import each new chart of accounts.

A system manager may have set all the options to import Invoices from a third party invoicing package. The Macro facility means that even new staff with very little training can quickly learn how to import invoices into Access by issuing a single command.

Throughout this utility, there is a context sensitive Help system available which is always kept up to date for each revision of the software.

The Help system is opened by clicking on the Help button.

Please study the help information for each file that you intend to import and study the help again every time you receive an updated version of this software.

All of the fields that can be imported are listed and at the bottom of each list there is invaluable advice that helps you understand the special requirements and considerations of each import file and the effect that your import will have on existing data.