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25. Exporting Data
1) CSV - Comma Separated Values
2) Excel
3) XML
4) Pivot Tables
5) MailMerge
6) Addresses to Outlook
7) Copy Data Grid
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25.1 CSV - Comma Separated Values
First, open the Transaction, View or Setup window for the data to be exported; then select the menu option 'Utilities|Export|CSV files'. On selection of the menu option, the data is directly exported to a file in the '..\Exported\' folder. The file name used is built from the caption of the Acceptum window, with an extension of '.csv'.
These files can be viewed/edited with programs like Excel, Word, WordPad and Notepad.
CSV files are used to transfer data between applications and to create minimum sized backups.
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25.2 Excel
First, open the Transaction, View or Setup window for the data to be exported; then select the menu option 'Utilities|Export|Excel'. On selection of the menu option, the data is directly exported to a file in the '..\Exported\' folder. The file name used is built from the caption of the Acceptum window, with an extension of '.xls'.
Export data to Excel spreadsheets for adhoc data analysis purposes, or to create additional data that can be imported back into Acceptum.
Excel must be installed on your PC.
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25.3 XML
First, open the Transaction, View or Setup window for the data to be exported; then select the menu option 'Utilities|Export|XML'. On selection of the menu option, the data is directly exported to a file in the '..\Exported\' folder. The file name used is built from the caption of the Acceptum window, with an extension of '.xml'.
Export data in XML format to pass data to a web site and supplier/customer partners. Or to produce reports using XSLT data formating files to parse the XML data.
XML data can be edited with tools like WordPad and Notepad to create new data to import back into Acceptum.
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25.4 Pivot Tables
First, open the Transaction, View or Setup window for the data to be exported; then select the menu option 'Utilities|Pivot Table'. On selection of the menu option, an Excel Pivot Table is opened and the data is directly exported to the Pivot Table.
Use the Pivot Table format wizard to set the row, column and data structure to display the data.
Please refer to the Excel Help system for a full description on how to use Pivot Tables.
Pivot Tables provide a great tool for analysing and reporting data in an adhoc manner, as you can change the row and column structure as desired.
The ideal Acceptum data to create Pivot Table from are:-
- Budget Lines: to analyse and construct budgets on Account and Analysis 1/2/3 codes.
- Sales Orders: to analyse sales over customers, products, product lines, revenue, gross profit etc.
- Purchase Orders: to analyse supplier and product costs.
- Supplier Invoices: to analyse supplier and product costs.
- Ledger postings: to analyse Accounts, Analysis 1/2/3 codes, periods, currencies etc.
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25.5 MailMerge
First, create the MailMerge document using MS Word. A few template MailMerge documents are provided with the application in the '...\MailMerge Template\' folder to help you get started. Refer to the MS Word Help system for full details on Word and MailMerge documents in general.
Open the Transaction, View or Setup window for the data to be exported/MailMerged; then select the menu option 'Utilities|MailMerge'. Set the 'Table Name' from the drop-down list that contains the data to be 'Merged'. Then select the Word document that the data is to be merged into - use  to access the generic Open file dialog.
Click OK to open the MailMerge document and begin the process.
An example of address data within Acceptum being merged in to a standard letter format.
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25.6 Addresses to Outlook
First, open the Address window to be used and set the filter to display the addresses to be exported. This can be via the menu options:
- Setup|Addresses
- Setup|Contacts
- ContactM|Contact Addresses
Now select menu option 'Utilities|Export|Addrs to Outlook', select the Outlook Address folder into which the addresses are to be placed. Then set whether the addresses are to be placed in the 'Business' or 'Home' Outlook format.
Click 'Export' to place the selected/displayed addresses into Outlook.
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25.7 Copy Data Grid
First, open the Transaction, View or Setup window for the data to be exported; then select the menu option Records|Copy Data Grid. On selection of the menu option, the data in the currently active grid is placed into the Clipboard, from which it can be pasted into an Excel spreadsheet, Word Table etc.
As it uses the Clipboard, there is a size limitation on the amount of data that can be copied in this manner.
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