Import Data Wizard (Excel): options and information

Using the Import Data Wizard, you can import master record information (including customers, vendors, employees, or items) and transaction information (such as invoices or sales orders) into Microsoft Office Accounting 2008.

Data sources

The Import Data Wizard imports data from Microsoft Office Excel files only (.xls or .xlsx). If you have data that is saved in Microsoft Office Access (.mdb or .accdb) or Comma Separated Values (.csv) files, you must import it into Office Excel before importing into Office Accounting 2008.

Accounting 2008 provides formatted Excel workbooks from which to import your data. You can enter data for a different type of information on each worksheet in a workbook. Data entered in these workbooks is automatically mapped when you import it into Accounting 2008. This reduces errors and makes the import operation more efficient. To help you enter information correctly, each worksheet column in a workbook includes instructions in the column headings.

The Excel workbooks are located in the following folder on your hard disk.

Windows Vista    drive:\ProgramData\Microsoft\Windows\Templates\Office Accounting 2008\Templates\Excel

Windows XP    drive:\Documents and Settings\All Users\Templates\Office Accounting 2008\Templates\Excel

If you export data from another accounting program to an Excel worksheet, you might have to edit the data to make sure that the number format matches the one used in the Excel workbook that was provided with Accounting 2008.

Note: If you export data from Peachtree to Excel, you must reverse the sign (positive to negative and vice-versa) on all liabilities, income, and equity accounts on the Excel worksheet before importing it into Accounting 2008.

For information about how to troubleshoot data import and export, see Troubleshoot data import and export.

Start the wizard

  • On the File menu, click Import Excel Data.

Wizard pages

Select source file

Option

Description

Type of data

Select the type of data that you want to import. You can import only one type of data at a time. To import another data type, you must use the Import Data Wizard again.

Note: If you open the wizard from the Customers, Vendors, or Employees home page, the data type that corresponds to the home page is automatically selected. If you open the wizard from the File menu, the Accounts data type is automatically selected.

File name

Click Browse to locate a file that contains the data that you want to import.

Open Folder

To locate a preformatted Excel workbook in which you can enter and save your data, click Open Folder.

Create a backup before importing data

Accounting 2008 creates a backup of your company file before importing the data. If you do not want to create a backup, clear the check box.

Select backup settings

If you selected the backup option on the Select source file page, Accounting 2008 creates a backup of your company before importing the data. For added security, you can enter a password.

Backup file name    Accounting 2008 saves the backup file to the following location on your hard disk:

Windows Vista    drive:\Users\user\Documents\Small Business Accounting\Backups

Windows XP    drive:\Documents and Settings\user\My Documents\Small Business Accounting\Backups

To select another location, click Browse.

Map your data

Data mapping is the matching of information on the Excel worksheets to forms and fields in Accounting 2008. To successfully import all the data, map your data in the following order.

  1. Accounts

  2. Vendors

  3. Customers

  4. Products

  5. Employees

  6. Transactions

You can import data from multiple sources, for example, Worksheet 1 and Worksheet 2, to the same destination, for example, Accounts.

Note: If you are not using an Excel workbook that was provided with Accounting 2008, you must map the required fields from the imported file to the destination account type fields by using the Map Fields dialog box. Until you map required fields, the Next button remains unavailable and you cannot continue with the import process. Any field that is not mapped will not be imported.

To select the source file and destination account type, do the following.

Step

Description

Step 1

The options under Excel Worksheet list the worksheets in the Excel workbook that you are importing. Click the arrow next to an Office Accounting record, and then select a worksheet related to that form.

Note: Even when you are importing from a workbook that was provided with Accounting 2008, if you select a worksheet that seems inappropriate, you will be required to perform a manual match. For example, if you select a Customer worksheet to link to a Financial Account.

Step 2

Do one of the following:

  • If you are importing from a workbook that was provided with Accounting 2008, you have the option of overriding the default matches. Click Match fields to open the Match Fields dialog box.

  • If you are importing from a worksheet that is not part of a workbook that was provided with Accounting 2008, you must click Match fields to manually link the worksheet columns to fields on the record.

For more information, see Map Fields dialog box: options and information.

Data validation

The wizard checks the imported data and displays potential errors in the table. You can click one of the following options.

Option

Description

Revalidate

Tells the wizard to review the data.

View Errors

Opens the Error Details dialog box. You can view the errors and their location, open the worksheet, and correct the errors. You can then have the wizard revalidate the data.

Cancel

Cancels the wizard before it attempts the import operation.

Import

Continues the import operation. The wizard will skip the data that contains errors.

Import data

After importing your data into Accounting 2008, you can view details of the data import operation in a log file in a folder at the following location:

Windows Vista    drive:\Users\user\Documents\Small Business Accounting\Logs

Windows XP    drive:\Documents and Settings\user\My Documents\Small Business Accounting\Logs

If you imported data from a workbook that was provided by Accounting 2008, you can view the details of data that could not be imported in a file that is located in the MoaImportImportData type folder at the following location:

Windows Vista    drive:\ProgramData\Microsoft\Windows\Templates\Office Accounting 2008\Templates\Excel

Windows XP    drive:\Documents and Settings\All Users\Templates\Office Accounting 2008\Templates\Excel

If you imported data from another workbook, the error file is located in the same location as the workbook.

Note: You can make corrections in this workbook, and then use it to reimport the data into Accounting 2008.

To import additional data, click More Data. To exit the wizard, click Finish.

Related topics

Map Fields dialog box: options and information

View details of import errors

Import data from Microsoft Office Excel

Map forms and fields when importing data from Excel

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