Lesson 25-- Exports and Imports
Goldenseal small business software includes several export commands which send company information to other programs (in the form of text files). You can export raw data, or the contents of a report.
Goldenseal also includes several import commands, which let you read data into your company file. You can bring in items that you've exported from another Goldenseal file, or you can use data from other programs.
This lesson shows you how to export and import data from Goldenseal small business software.
HINT-- this is the last lesson for the basic version of Goldenseal.
You can export information from any list, account or transaction.
For example, to export details about each of your customers, follow these steps:
When you move information from one Goldenseal file to another, you can use one of the multiple-item commands to export a group of items.
To export all company data, choose Export from the File menu, then choose Entire Company File from the submenu.
HINT: Exporting the entire company file is an alternative way to back up your company data. It stores everything in a standard format that can be imported back into Goldenseal later.
To export just some data from the company file, choose Export from the File menu, then choose All Accounts, All Lists, All Transactions, All Breakdowns, All Calculators, All Categories, All Payroll Lists or All Unit Prices.
HINT: Bulk exports are not as useful for general reporting, since they include more than one type of item, and label each column with a four-letter 'tag' instead of a regular text title.
Using Exported Data
Goldenseal exports data into simple text files. You can open them with a wide variety of programs.
To open an exported file with a word processor, follow these steps:
To get a good-looking report, you'll probably need to widen the document's tab spacing so each column of data is wider than the text contained in it.
HINT: Some word processors can use a text file to fill in data for a mail merge. Check your word processor manual for instructions.
To open an exported file with a spreadsheet program, follow these steps:
Database programs and accounting programs other than Goldenseal generally use an Import command to bring in outside data.
You can probably bring Goldenseal data into a general-purpose database program with no additional processing.
To bring the data into another accounting program may require some preparation. Generally it is easiest to do that in a spreadsheet program. Check the manual for the program, to see what kinds of data it accepts and the format that is required.
You can save any report as a text file. To do that, click the Save As Text button while you are in the report window.
You can also save a text file from any window in the Billing, Deposit Funds, Pay Bills, Payroll or Job Costs commands. To do that, click the Save As Text button.
Goldenseal allows you to import stock data, data from a different company file, or data from any other program that exports text.
Always make a backup copy of the company file before you import data into it (see Lesson 17). That way if the results are not what you want, you can always go back to where you started.
HINT: Please make frequent backups! Reverting to a recent backup is an easy solution to many mistakes and problems. Not backing up is like driving your car without a spare tire. Even worse, because you can't call a tow truck on the information superhighway.
Goldenseal comes with stock data files that only apply to some users. You can use the Import command to bring in just those items that will be useful for your business.
For example, to import state payroll taxes, follow these steps:
HINT: Current tax tables are available for free download from our web site (www.turtlesoft.com).
If you already have data in a database, spreadsheet or 'personal information' program, you can import it into Goldenseal and save some data entry time. You can import data into any list or account.
If you have data in another accounting program, you can also import it if the program is able to export information in tab-delimited text format, and if the information is similar to what Goldenseal uses.
To import a list of customer names and addresses, follow these steps:
Transactions are 'linked' to accounts and lists, so it is more difficult to import them. You can import transactions from another Goldenseal company file if it uses the same accounts and lists. You can import from other accounting programs only if you have first used a translator to process the information properly.
HINT: Goldenseal includes a translator for MacNail Accounting. Other translators may be added in the future.
Goldenseal can translate data from Turtle Creek's two estimating programs-- MacNail and BidMagic. If you use those programs, see the separate instruction document for details.
Goldenseal can easily import data that was exported from Goldenseal using All Accounts, Entire Company file, or another bulk export format. To do so, follow these steps:
You can also import data that was exported from a specific class (for example, One Account Class). In that case, you will need to line up the fields, just as you would when you import outside data.
In this lesson you have learned how to use the import and export commands to move data between Goldenseal and other programs.
After twenty-five lessons, you're ready for a looong break. This might be a good time to take a month off, and spend some time in a Zen retreat center. You can ponder why you are running a small business, and consider running a Zen retreat center instead. It may make your current business seem much easier.
The next lesson will cover setup details for your own company file.