Uploading a file for custom fields information under customer or supplier section

DianitaDianita Member Posts: 5
edited September 9 in Other Reckon Products
We have a new custom field requirement that will need to be populated for all our customers (close to 1,000) and suppliers (around 500-600). Any chance that this can be done via an upload file (perhaps some CVS format) that is compatible to Reckon Accounts Enterprise 2020? We are trying to avoid manually entering the information into each customer/supplier account. Thank you

Comments

  • PhuongDoPhuongDo Reckon Developer Partner Posts: 196 ✭✭
    edited September 7
    Hi Dianita,

    I can help you to do a batch update via a custom tool. It should be quick/easy enough for me to do.

    The only thing you need to do is to prepare a CSV (or excel) that has a similar structure as below:

    [ Customer or Vendor Name] [Custom Field 1's Name] [Custom Field 2's Name] [...]
    Scott Tiger, Custom Field 1 Value for Scott Tiger, etc..
    John Doe, Custom field 1 value for John Doe, etc..

    Please let me know if you are interested. My email is [email protected]

    Thanks,

    Phuong


    Phuong Do / Reckon Developer Partner

    [email protected]

  • PhuongDoPhuongDo Reckon Developer Partner Posts: 196 ✭✭
    edited September 7
    Actually, you can do it via IIF file import and export.

    So first, go to Files > Utilities > Export > Lists to IIF Files...

    then you can edit the IIF file with the new value for the custom field you want to update, and then choose Import > IIF Files.. 

    I never tried that but looks like it should work, just need to be careful and do a backup of your file before doing it though.



    Phuong Do / Reckon Developer Partner

    [email protected]

  • DianitaDianita Member Posts: 5
    edited September 7
    Ok thank you Phuong. I actually have no access to view the list, so will need to request my manager to have a look. There could be a compatible one with this. 
    We do use an IIF file template for supplier invoice uploads and that definitely works well. This however is something that is not that. Might need to reach out again once we tested it. Thanks again
  • ZappyZappy Accredited Partner Posts: 4,659 ✭✭✭
    edited September 7
    You can import this via an iif file. Ive done it. Don't overcomplicate things. And test it on the sample file before trying it on the live file. Building a batch tool for this is overkill. 
  • PhuongDoPhuongDo Reckon Developer Partner Posts: 196 ✭✭
    edited September 7
    I also suggested Dianita use IIF.

    I have to disagree with you on the last point, it might be overkill with someone that is good at IIF like yourself (just in term of saving some bucks not time), but without a tool, it takes hours for someone that is not tech-savvy.

    Simple math, someone only needs to pay me 1-2 hours to create the tool and use it forever vs it might take more than 2 x n hours for the same person to figure out how to work with IIF, repeat the same process n times, and make sure no human error.


    Phuong Do / Reckon Developer Partner

    [email protected]

  • ZappyZappy Accredited Partner Posts: 4,659 ✭✭✭
    edited September 7
    I must disagree. The simplest solution is most often the best. I talk to hardware guys every day, I had a another victim just today, who like to add layers of technology and then the customer has to learn two bits of software. Just my two penneth
  • DianitaDianita Member Posts: 5
    edited September 7
    I have a couple of quick questions that are not related to the upload file query, but still revolves in the same discussion as 'new custom field'. 
    Scenario is a new custom field under supplier additional information tab was created/added. The first question, is this automatically linked to the cost of sales or expenses recorded under that supplier? Also secondly, how does one show this in the profit and loss report? The one that I tested did not appear in the report if the filter (for the newly created item) is on. I have managed to make the receivable (income) entry show on the report, but not the COS or expenses. Any suggestion is appreciated, thank you
  • DianitaDianita Member Posts: 5
    edited September 9
    Alternatively, does it allow the creation of new custom listings that can be used in all 3 modules (receivable, payable and payroll/ employee). An addition similar to 'class' will be most useful. 
    All the other available existing/ default lists can unfortunately not be used for our reporting purposes. Can anyone confirm this please? Thank you
  • Acctd4Acctd4 Accredited Partner Posts: 895 ✭✭
    edited September 9

    Hi Dianita

     

    You can choose to add a Custom Field to a Customer, Supplier or Employee (or any combination of those) record.  However, the Custom Fields are for information, they’re not data/figure-generated as they’re not linked to any accounts which is why you’re not able to see them on the P&L.

    By comparison, Classes are used to categorise Income & Expense transactions.

     

     

    If you do a Search in your Reckon Accounts integrated Help files on “Custom Field”, this will explain their purpose further.

     

     

    Shaz Hughes Dip(Fin) ACQ NSW, MICB

    Reckon Accredited Professional Partner Bookkeeper / Registered BAS Agent (No: 92314 015)

    Accounted 4 Bookkeeping Services

    Ballajura, WA

    0422 886 003

    [email protected]

    www.accounted4bs.com


    Shaz Hughes Dip(Fin) ACQ NSW, MICB

    Reckon Accredited Professional Partner Bookkeeper / Registered BAS Agent (No: 92314 015)

    Accounted 4 Bookkeeping Services

    Ballajura, WA

    0422 886 003

    [email protected]

    https://www.accounted4bs.com/

  • DianitaDianita Member Posts: 5
    edited September 9
    Hello Shaz, thank you for confirming the limitation of custom field. Is there a different way for us to create something similar to classes that will be linked to income & expense transactions? I understand that classes are the default module within Reckon Enterprise. We do have different reporting requirements and hence it is necessary for us to have different types of classifications e.g. by location, by business units, by type of services, etc. Is there anything at all you could recommend please? Thanks
  • Acctd4Acctd4 Accredited Partner Posts: 895 ✭✭
    edited September 9

    Hi Dianita

     

    You can also use Customer & Supplier Types although - again - these are not transaction-based & are more to allow database/name categorisation, however geographical location is one of Reckon’s suggested uses for this.

     

    You may benefit from reorganising your Chart of Accounts &/or your Customer:Job List to incorporate the level of detail you want to report.

     

    TIP: Be clear when considering your reporting requirements eg

     

    Location

    This is really based on the Customer/Supplier type (as per Reckon’s suggested use) rather than their specific income/expense transaction.  

     

    What’s a “Business Unit

    An address? – This is database related

    A quantity of goods? – This is about using the relevant Item on a transaction in conjunction with the applicable Quantity

     

    Type of Services

    Are different services something you can set up & utilise in your Item List for this?

     

    Shaz Hughes Dip(Fin) ACQ NSW, MICB

    Reckon Accredited Professional Partner Bookkeeper / Registered BAS Agent (No: 92314 015)

    Accounted 4 Bookkeeping Services

    Ballajura, WA

    0422 886 003

    [email protected]

    www.accounted4bs.com


    Shaz Hughes Dip(Fin) ACQ NSW, MICB

    Reckon Accredited Professional Partner Bookkeeper / Registered BAS Agent (No: 92314 015)

    Accounted 4 Bookkeeping Services

    Ballajura, WA

    0422 886 003

    [email protected]

    https://www.accounted4bs.com/

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