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26. Importing Data
1) CSV
2) XML
3) Spreadsheet
4) XML Email
5) Outlook Addresses
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The format and layout of spreadsheet and XML files used to import data can best be derived by first exporting data from the same table within Acceptum. Then build your data in the same format.
For spreadsheets, you must remove the first row containing the attribute names before doing the import.
26.1 CSV
To import data from a CSV - Comma Separated Values file Use menu option 'Utilities|Import|General'.
Select the type Comma Separated Values (CSV) from the drop-down list.
Next, link to the file using the standard Open Dialog provided.
Finally, select a data table to receive the data, using the drop-down list.
Note: the first line of a CSV file should be a list of field names. This first line is ignored by Visual Foxpro when importing CSV data.
The destination table does not need to be open under General Import, as the table is specified during the dialog process.
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26.2 XML
To import data from a XML file select the menu option 'Utilities|Import|XML'. On selection of the import file and the destination table, the data is directly imported by clicking OK.
You can have the '.XML' file extension changed to '.001' if desired to record that the file has been imported.
New Analysis 1 codes imported into Acceptum.
To import journals, users are advised to use the 'Pending Journals' area to receive the data and post into the ledger from there. Two options are available, either
a) to manually create the 'Pending Journal Header Record' and use its number in the import file. This can be a consistent number when the import is done periodically, (monthly salary journals) and the journal lines are deleted from the 'Pending Journal' after posting into the ledger, ready for the next import.
b) the 'Pending Journal' header record is created in a separate import file and imported prior to importing the detail records for posting to the ledger.
This second approach is useful for web sourced XML journal files, which can be built up and imported on a daily basis.
The application is delivered with 2 files that give an example of this type of import
'..\Import Data\TESTCO2004PendingJournal.XML' and
'..\Import Data\TESTCO2004PendingJournallines.XML'.
You must ensure that the 2 files use the same journal number in the attribute 'jnlno'.
First, the Pending Journal header record is imported into the 'JOURNALS' table.
Second, the Pending Journal line records are imported into the 'JOURNALLINES' table.
Here depreciation journals have been imported.
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26.3 Spreadsheet
To import data from a spreadsheet, use menu option 'Utilities|Import|General'.
Select the type of spreadsheet containing the data from the drop-down list. The following types are supported:
- Microsoft Excel 5.0 and later (XLS)
- Microsoft Excel 4.0 and earlier (XLS)
- Lotus 1-2-3 3.x (WK3)
- Lotus 1-2-3 2.x (WK1)
- Lotus 1-2-3 1-A (WKS)
- Paradox 3.5 and 4.0 (DB)
- Symphony 1.10 (WR1)
- Symphony 1.01 (WRK)
Next link to the spreadsheet file using the standard Open Dialog provided.
Finally, select a data table to receive the data, using the drop-down list.
New Analysis 1 codes imported into Acceptum.
Note: that the destination table does not need to be open under General Import, as the table is specified during the dialog process.
A similair process can be applied to importing 'Pending Journals' from spreadsheet data, as discribed above under XML import.
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26.4 XML Email
Use this feature to import XML data that is in the body of an e-mail. Such e-mails are typically created by a web site taking customer orders. When a customer confirms an order on the web site, e-mails are produced and sent to the companies e-mail address. These e-mails are then processed by Acceptum to create Customer Order Documents. The company can then undertake its normal order fullfilment process by sending a Quote, Delivery and Invoice to the Customer.
For an example of the web/XML/e-mail potential visit the Acceptum web site page Show Products.
This offers the potential for a small company to have an affordable web site equal to that of a major company.
To import data from a XML E-mail select the menu option 'Utilities|Import|XML E-Mail'. On selection of the Import and Move To folders within Outlook, the data is directly imported by clicking OK.
All E-Mails within the Import source folder are imported into Acceptum and then moved to the destination folder.
Set a Retrieve time frequency, to have the application regularly poll Outlook for new e-mails to import.
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26.5 Outlook Addresses
Use this feature to import Outlook addresses into the 'Contacts' area of Acceptum.
To import data select menu option 'Utilities|Import|Outlook Addresses' and set the Outlook Address folder containing the addresses to be imported. Set the Outlook address format to be used, either 'Business' or 'Home'.
Now click 'Get Addresses' to display the addresses held in the Outlook folder. Use the mouse, shift and control keys to high-light the addresses to be imported, or click 'Select All'.
Set the common Industry, Source and User 1/2/3 attributes for the addresses to be imported.
When seletion and setting are complete, click 'Import' to put the addresses into Acceptum Contacts.
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