Importing and Exporting

Project and Job Costing can import a variety of data, including cost transactions, contract estimates, and employees.

Sage ERP Accpac’s Import and Export commands let you transfer data to and from remote Sage ERP Accpac programs and from non-Sage ERP Accpac programs, enabling you to:

• Import setup information from a non-Sage ERP Accpac application.

• Import cost transactions created by non-Sage ERP Accpac programs (for example, an inventory, accounts payable, or customized payroll program that was not specifically designed for use with Sage ERP Accpac Project and Job Costing).

• Import transaction batches from remote Sage ERP Accpac subledgers.

• Export job-costing data to a spreadsheet for analysis.

For information about file formats, templates, and the steps you follow to import and export data, see the System Manager help.

To see exactly how to format records for importing, we suggest that you first export records from the sample data, specifying the format in which you plan to import.

Experiment with Project and Job Costing and the sample data before importing data to a “live” database. Back up your accounting data before attempting to import. (See the System Manager help for information on checking data integrity and making backups.)

Note: Incorrect importing may damage your data. Do not import accounting data without appropriate manual accounting control and verification procedures.

Exporting from Records with Multiple Tables

Project and Job Costing uses more than one database table to store records for contracts and for all types of transactions, including revenue recognition and billing.

If you are exporting any of these records, the Export dialog box shows a list of the tables that you can export for the record after you select:

• The export file type (for example, Excel 200, Single CSV File, and so on) in the Type field, and

• The file to which to export the data, in the File field.

You select fields to export from the list that appears.

Import Options

Project and Job Costing lets you import records in three ways — Insert And Update, Insert Only, and Update Only. Update Only updates existing records without adding new ones. Insert Only adds new records without changing existing records. Insert And Update adds new records and updates those currently in the database.

Selecting Records for Export and Import

You can use the Set Criteria option to specify a range of records to export. (For information on how to use this powerful selection tool, see the help for the this option when using the Finder.)

You cannot use the Set Criteria option to select records to import from an import file. You must import all records in an import file at the same time.

Errors During Importing

If importing stops due to errors, Project and Job Costing creates a restart record which marks the point where importing stopped, identifies the error condition by task, date, time, and user (the person performing the task), and describes any action you need to take.

For information on restarting an import operation and on working with restart records, see the System Manager help for Restart Maintenance.