Appendix: Importing Data from Other Programs
Importing Data from Other Programs
Importing data from your previous accounting or contact management software can save time and ensure a smooth transition to Big Business.
You can import account and category, customer, vendor, and item information from text files. Many software packages can export data into text files, which you can then import into Big Business. Check your old software’s documentation to find out if it can export data into text files.
The next two sections contain general instructions about importing text files.
See the appropriate sections in this appendix for specific information about importing account and category, customer, vendor, and item information.
(3111)
Appendix: Understanding Text Files
Understanding Text Files
When you export from accounting software, data is placed into a text file in which individual items of data are separated by tabs. For example, suppose you have a spreadsheet file with a row for each customer and columns for name, address, city, state, and zip code. When you export the data, each line is converted into a paragraph and each column is converted into a text field separated by tabs. The name, address, and other entries are contained in this paragraph, separated by tabs.
When you import from a file, you tell Set Up which field of text in the file
corresponds to which kind of data in Big Business. For example, you tell Set Up to find the customer zip code in the zip code field of each paragraph in the file. (3113)
Appendix: Entering Account and Category Information
Entering Account and Category Information
There are three ways to enter account and category information:
• Using predefined accounts and categories
• Importing accounts and categories from a text file exported from another
accounting program
• Manually entering categories and accounts
The following sections include instructions about each of these methods. See “Using Predefined Financial Categories,” “Importing Accounts and Categories,” or “Typing In Accounts and Categories,” later in this appendix, depending on how you plan to enter information. (3114)
Using Predefined Financial Categories
Using Predefined Financial Categories
If you’re starting a new business or want to completely overhaul your current accounting system, the easiest way to set up your accounts and categories is to let Big Business do it for you. Big Business includes a number of different predefined account and category arrangements, each tailored for a particular type of business. You choose the type of business that is closest to your own; Big Business prepares a list of accounts and categories based on your choice.
When the list is being prepared, Big Business gives you the choice of including
numbers in account codes. (These codes appear in lists and fields where you choose which category to use in a particular situation.) If you decide to include numbers, the codes are numbered according to standard accounting practices.
After Big Business prepares the list, you need to add the beginning balances for each account and category. (If this is a new business, the balances might be zero.) At the same time, you can add, delete, or edit accounts and categories. See “Using the Accounts & Categories Window,” later in this section, for instructions.
When you use a predefined list of accounts and categories, Big Business automatically sets up default categories. You need to confirm these defaults and make any changes that might be necessary. See “Assigning Default Categories,” later in this section. (3115)
To use predefined accounts and categories:
1. Click the Accounts & Categories button in the Set Up Checklist window.
The Accounts & Categories Set Up window appears.
2. Click the Select From List button.
3. In the Select Import File list, click the business type that most closely matches yours, then click the OK button.
A dialog box appears, asking if you want to include numbers in account codes.
4. Click the appropriate button in the dialog box.
Big Business prepares a list of accounts and categories, then displays the Accounts & Categories window. See “Using the Accounts & Categories Window,” later in this section, for information about the next step in setting up the accounts and categories.
Importing Accounts and Categories
Importing Accounts and Categories
If your business has been using accounting software, you may be able to import the software’s account and category information into Big Business. Importing from your old software allows you to maintain your system of account names and to automatically bring over your current balances.
Before importing, of course, you should make sure that the data in your old software is up to date.
You can import account and category data from text files, which can be exported from many software packages. Check your previous software’s documentation for instructions. See “Import Fields” at the end of this appendix for a list of all the fields you can import into.
After you import the data, you can review it to make sure that it is correct. You can add, delete, and edit accounts and categories as necessary. See “Using the Accounts & Categories Window,” later in this section.
You also need to choose the categories that will be used by default in Big Business. See “Assigning Default Categories” later in this section. (3116)
To import accounts and categories:
1. Click the Accounts & Categories button in the Set Up Checklist window.
The Accounts & Categories Set Up window appears.
2. Click the Import Accounts & Categories button, then click the OK button.
3. In the dialog box that appears, choose the file that you want to import.
4. If you chose to import from a text file, the Import Categories window appears.
5. Match text fields in the Fields Available for Insertion list with Big Business fields. See “Using the Import Windows,” earlier in this appendix, for instructions.
6. Click the OK button.
Set Up prepares a list of accounts and categories, then displays the Accounts & Categories window. See “Using the Accounts & Categories Window,” later in this section, for information about the next step in setting up the accounts and categories.
Big Business 2.5 incorporates numerous enhancements and new features.
This document covers changes found in Big Business 2.5.
Also included are a number of additions to Big Business Documentation:
• Technical Notes
• Solutions
• Procedures
• Troubleshooting Tips
Organization:
As with previous Big Business documents, this document is organized by chapters which correspond to Big Business Toolbars, and within a chapter in the sequence of tools (left to right on the toolbar) as applicable, with more general topics listed first.
Each Chapter begins with a cover page listing new documentation. Where appropriate, 2.5 changes are listed on a second page, and Preference changes listed on a third.
Importing Data from QuickBooks Pro 4.0
This Solution provides recommendations for importing data into a new Big Business data file from QuickBooks 4.0 for Macintosh. (3251)
Recommendations for moving data from QuickBooks Pro 4.0 for Macintosh:
1. Use Separate Exports. When exporting from QuickBooks Pro you have the option of selecting multiple check boxes from the export window. Select only one group at a time, to simplify the conversion process.
2. Review Export Files. Once you have your Customer, Vendor, and Item data exported, you can review these files in a spreadsheet program such as Excel or AppleWorks. Comparing
3. Use a Big Business Chart of Accounts. You can export your
Start Date
Start Date is the date from which all your Big Business balances start. (6252)
Start Date is the posting date used for Beginning Balances.
• If you are entering Balances for Profit and Loss or Income Statement accounts Start Date must be in the correct accounting year.
• Start Date does not have any other purpose or effect so an approximation is fine within the correct year.
Chapter 13: Setup Details and Importing Data
Chapter 13, page 1, Setup Details and Importing Data provides setup instructions for setting up a new Data File. (3110)
This chapter complements Chapter 1 by supplying detailed, step-by-step instructions about setting up Big Business. In particular, it contains specific setup instructions for each type of information you need to enter (except company information, which is covered fully in Chapter 1).
These are the topics covered:
• Instructions and background information about importing data into Big Business, including what kind of files can be imported and how to use the Import dialog box. See “Importing Data from Other Programs.”
• Instructions for entering accounts and categories, including how to use predefined lists, how to import accounts and categories, and how to enter accounts and categories manually. See “Entering Account and Category Information.”
• Instructions for entering customer information, including how to import the information, how to enter it manually, and how to enter it later. See “Entering Customer Information.”
• Instructions for entering vendor information, including how to import the information, how to enter it manually, and how to enter it later. See “Entering Vendor Information.”
• Instructions for entering item information, including how to import the information, how to enter it manually, and how to enter it later. See “Entering Item Information.”
The most important objective, when creating a new Big Business Company file, is entering Beginning Balance information. SetUp is an opportunity to make one-sided postings. Once you enter Customers, Vendors, or Items you cannot return to the Accounts and Categories SetUp without deleting Customers, Vendors, and Items, whose entries create postings to the Accounts & Categories. Use the following checklist to ensure that you made no critical errors or omissions.
• Did you include unique account codes? Account Codes (e.g. 1100-Checking) are essential for identifying accounts, especially if you will be importing CheckMark Payroll information, which uses the code to identify the account.
• Are all of your Bank Account Types specified correctly? You cannot change a Category with postings into a Bank Account after Setup.
• Are Default Categories specified? You can specify new Defaults, and assign specific Categories (e.g. Baby Bell vendor uses Telephone Expense Category) once SetUp is complete. However, Defaults are required to begin.
If you entered or imported your own Chart of Accounts (instead of Selecting one):
• Is Undeposited Funds a Current Asset? You cannot re-select the Undeposited Funds Account later.
• Are all other Account Types correctly specified? Accounts with postings cannot be modified.
Chapter 13: Importing Information into Big Business
Chapter 13, page 2, Importing Information into Big Business describes exporting tab-text from prior systems to import into a new Data File. (6140)
You can import data into Big Business both at setup time and after setup. At setup time, you can import basic information such as company names and addresses, charts of accounts, and beginning balances.
After setup, you can import detailed information such as contacts, transaction histories, and payment information, but you can not import balances.
The import feature makes it easier to consolidate data you may have in several different programs into an integrated solution under Big Business. For example, you can import a list of contacts from a contact manager. You can also import financial records, such as lists of transactions, general journal postings, and budgets.
When you export from accounting software or other programs, make sure the data is placed into a text file in which individual items of data are separated by tabs. The information you import into Big Business must be in tab-delimited, text-only files.Such files can be exported by most spreadsheet, database, and information management programs.
For example, suppose you have a spreadsheet file with a row for each customer and columns for name, address, city, state, and zip code. When you export the data, each line is converted into a paragraph and each column is converted into a text field separated by tabs. The name, address, and other entries are contained in this paragraph, separated by tabs.
Import Fields: Accounts and Categories
This document describes the Accounts and Categories data which can be imported into Big Business, along with a description of action taken if the data does not meet the required format.
Details:
Prior to importing information into Big Business, you need to prepare a tab delimited text file containing the necessary information. Each field to be imported must be separated by a tab, and each record must be separated by a return. This is easily done using a spread sheet. Here is an example of a file containing accounts and categories to be imported.
Import Fields: Accounts and Categories (3483)
Below is the Account data which can be imported into Big Business during Setup, along with a description of action taken if the data does not meet the required format.
Details:
Prior to importing information into Big Business, you need to prepare a tab delimited text file containing the necessary information. Each field to be imported must be separated by a tab, and each record must be separated by a return. This is easily done using a spread sheet and saving as tab-delimited text.
Accounts and Category Import (during Setup):
Account Code, Text up to 32 characters, Remove characters beyond 32
Account Name, Text up to 32 characters, Remove characters beyond 32
Account Type, One of the types below, Replace with “Expense”
Account Group, Text up to 32 characters, Remove characters beyond 32
Bank Account Type, one of the types below, Replace with “Checking”
Balance, Number with two decimal places, Number rounded to two decimal places
“Current Asset, Expense, Income”...
“Checking, Savings, Credit Card, Loan, or Cash”
Chapter 13: Importing Data at Setup Time
Chapter 13: Importing Data at Setup Time (6141)
Prior to importing information into Big Business, you need to prepare a tab delimited text file containing the necessary information. Each field to be imported must be separated by a tab, and each record must be separated by a return. This is easily done using a spread sheet.
Once you have created a tab delimited text file, you must then import it into Big business. You can select the "import" option during setup for Accounts and Categories, Customers, Vendors, and Items.
Caution: When you import customer information, Big Business will not import Accounts Receivable categories that don't match the defaults. The defaults are used instead.
Chapter 13: Using the Import Window During Setup (1)
Chapter 13, page 4, Using the Import Window During Setup (1) shows the import window for mapping fields for importing when setting up a new Data File. (6142)
The Import window that opens when you select an import option lets you match the fields of the text file to field that Big Business can use.
When you import from a file at setup time, you tell Set Up which field of text in the file corresponds to which kind of data in Big Business. For example, you tell Set Up to find the customer zip code in the zip code field of each paragraph in the file.
To import your data file you must select the import option and click on the OK button. In the dialog box that appears, you must find and select the data file that you created, and click Open.
You then match the text field in the Fields Available for Insertion list with the Big Business fields. The Big Business Fields list on the right side of the window shows the Big Business fields that you can import into.
During Setup you can choose which categories will be used by default in Big Business. (If you used predefined categories and accounts, the default categories are already assigned, but you can change them.) When you begin using Big Business, you can override these defaults and even change them, but you probably won’t need to.
Default Category selections are found in the Prefs for most toolbars, on the Accounting tab, with a combined listing in the Category Prefs. Some selections made during Setup, such as your Retained Earnings account, cannot be altered.
The individual fields in the window allow you to choose from the categories in the Accounts & Categories list. When you click the QuickChoose icon next to a field, you see a dialog box where you can choose the category you want. Select the category you want to use and click the OK button. Alternatively, double-click the entry. The category you chose appears in the field in the Category Set Up window.
To add a category to an Automatic category list:
Click the add button in the upper right of the category list. A list of available accounts and categories appears. Select the category you want to add, then click the OK button. Alternatively, double-click the category you want.
If you select a Category with an inappropriate Account Type, an Alert will appear. Check its Account Type by opening its Account Card from the Bookkeeper toolbar.
Chapter 13: Using the Import Window During Setup (2)
Chapter 13, page 5, Using the Import Window During Setup (2) shows the steps to fields for importing when setting up a new Data File. (6146)
To match a text field to a Big Business field:
1. Click a field in the Fields Available for Insertion list.
2. Click the matching field in the Insertion Order list.
3. Then Click the Insert button.
You can also drag a Fields Available for Insertion field to its corresponding field.
4. The inserted fields appears next to its match on the right side of the window.
5. Continue until all possible matches have been made.
Default Categories
This document describes how to choose which categories will be used by default in Big Business. After entering your list of accounts and categories, you choose which categories will be used by default in Big Business. If you used predefined categories and accounts, the default categories are already assigned, but if need be you can change them. (5154)
After entering your list of accounts and categories, you choose which categories will be used by default in Big Business. (If you used predefined categories and accounts, the default categories are already assigned, but you can change them.) When you begin using Big Business, you can override these defaults and even change them, but you probably won’t need to. Click the Preferences tab in the Accounts & Categories window to assign the default categories. As shown in the following figure, the window is divided into several different areas corresponding to different kinds of information in Big Business. The individual fields in the window allow you to choose from the categories in the Accounts & Categories list. When you click the QuickChoose icon next to a field, you see a dialog box where you can choose the category you want. Select the category you want to use and click the OK button. Alternatively, double-click the entry. The category you chose appears in the field in the Category Set Up window.
Chapter 13: Importing Data After Setup (1)
Chapter 13: Importing Data After Setup (1) (6143) [p368]
When you import data from a text file after setup, you also use the Import window to match text fields in the file to fields in Big Business.
Since you cannot import balances after setup, Big Business does not load balances even though you drag a Balance field into the Insert list.
The help field on the Import window provides additional information on field formats, data types, and how Big Business will treat imported data that does not fit its expected criteria.
As stated earlier in this chapter, Import windows have a Fields Available for Insertion list, which displays the text fields from the first paragraph in the file. If the first paragraph corresponds to a heading row, the headings are displayed. If the first paragraph is a data row, its text fields appear.
The Fields list on the other side of the window shows the Big Business fields that you can import into. It's possible that there will be fields in the file that don't correspond to a Big Business field; and it's likely that the Big Business list will contains fields not found in the file.
Q&A: How Do I Add Items To An Import During Setup
Q: "I am in Setup and have imported my Items. I don't see a way to add missing Items."
(3572)
A: Setup offers the option of Importing OR Manually Entering your Items, but not both. To add Items, open your import file in a spreadsheet (e.g. Excel) and add the necessary Items. Be sure to save the file as tab-delimited text.
From the Setup Checklist, open Items and click the Delete All button. Import your updated Item List.
Chapter 13: Importing Data After Setup (2)
Chapter 13: Importing Data After Setup (2) (6143) [p369]
To import data after setup:
1. Click the Import tool in the Maintenance toolbar (or the Import option during setup).
2. Select the file you want to import, then click OK.
3. In the dialog box that appears, select the kind of data you're importing, then click the OK button.
4. In the Import window, match text fields in the Fields Available for Insertion list with Big Business fields, then click the OK button.
Price Levels Not Importing
To import Price Levels, use a single digit to represent the Price Level. For example, importing "2" will yield, "Price Level 2" or its current label. Importing, "Price Level 2" or "Retail" will be ignored and the default, Price Level 1 will be used. (3415)
Chapter 13: Importing Data After Setup (3)
Chapter 13: Importing Data After Setup (3) (6145) [p370]
To match a text field to a Big Business field:
1. Click a field in the Fields Available for Insertion list
2. Click the matching field in the Insertion Order list
3. Click the Insert button.
Tip: You can also drag a Fields Available for Insertion field to one or more corresponding fields.
4. Each inserted field appears next to its match on the right side of the window.
5. Continue until all matches have been made.
Chapter 13: Entering Account and Category Information
Chapter 13: Entering Account and Category Information (6147) [p371]
There are three ways to enter account and category information:
• Using predefined accounts and categories
• Importing accounts and categories from a text file exported from another accounting program
• Manually entering categories and accounts
See Using Predefined Financial Categories, Importing Accounts and Categories, or Typing In Accounts and Categories about each of these methods.
Chapter 13: Using Predefined Financial Categories (1)
Chapter 13: Using Predefined Financial Categories (1) (6148) [p371]
If you're starting a new business or want to completely overhaul your current accounting system, the easiest way to set up your accounts and categories is to let Big Business do it for you. Big Business includes a number of different predefined account and category systems, each tailored for a particular type of business. You choose the type of business that is closest to your own; Big Business prepares a list of accounts and categories based on your choice.
When the list is being prepared, Big Business gives you the choice of including numbers in account codes. (These codes appear in lists and fields where you choose which category to use in a particular situation.) If you decide to include numbers, the codes are numbered according to standard accounting practices.
After Big Business prepares the list, you need to add the beginning balances for each account and category. (If this is a new business, the balances might be zero.) At the same time, you can add, delete, or edit accounts and categories. See Using the Accounts & Categories Window for instructions.
When you use a predefined list of accounts and categories, Big Business automatically sets up default categories. You need to confirm these defaults and make any changes that might be necessary. See Assigning Default Categories.
Chapter 13: Using Predefined Financial Categories (2)
Chapter 13: Using Predefined Financial Categories (2) (6148)
To use predefined accounts and categories:
1. Click the Accounts & Categories button in the Set Up Checklist window.
The Accounts & Categories Set Up window appears.
2. Click the Select From List button.
3. In the Select Import File list, click the business type that most closely matches yours, then click the OK button.
A dialog box appears, asking if you want to include numbers in account codes.
4. Click the appropriate button in the dialog box.
Big Business prepares a list of accounts and categories, then displays the Accounts & Categories window. See Using the Accounts & Categories Window for information about the next step in setting up the accounts and categories.