Shortcut Keystrokes

Barbara Allen-Guthrie

Hi I need to go through my suppliers, Chart of Accounts etc.. for each of my clients and make a lot of items Inactive.

I would like to create a shortcut to do this and google tells me I can doing Ctlr Tab until I come to where I wish to make the shortcut and then go to the "Shortcut Box", I cannot find what that means/

Anyone?

Datarec

Barbara,

It may be faster to do the following as an example for the Suppliers, which you can also do for Items or Chart of Accounts, etc:

1) Export your Supplier List to your Hosted Q: drive and then download that IIF file to your local computer hard drive

Click on the File menu

Select Utilities

Then Export

Then Lists to IIF files

Follow the guide to download the exported Supplier List

https://community.reckon.com/discussion/6270221/uploading-and-downloading-company-files-to-the-new-reckon-accounts-hosted

2) Open that exported Supplier List IIF file that is now on your computer using Excel

3) Locate the column called "HIDDEN"

4) For any supplier you want to make inactive put "Y"

5) Save the modified Supplier List IIF file so that the changes you have made are retained

6) Upload the modified Supplier List IIF file to your Hosted Q:\Upload folder

Follow the guide to upload the modified Supplier List

https://community.reckon.com/discussion/6270221/uploading-and-downloading-company-files-to-the-new-reckon-accounts-hosted

7) Use the Import function of Reckon Accounts Hosted application to bring in the changes you have made

Click on the File menu

Select Utilities

Then Import | IIF Files

Barbara Allen-Guthrie

Thank you, sounds quite involved, so I will give this a trial run on an old file later, in case I muck it up :-)

Datarec

Hi Barbara,

The export/import process itself is relatively straightforward.

It is the downloading and uploading of the Lists IIF files and their modification in Excel that may present a challenge.

If you attempt the procedure and you are unsure on how to proceed further, let us know at what point in the process you get stuck and we will assist where possible.

We would recommend you create a backup of your company file before making changes that can result from importing modified data.

Ensure that you regularly perform a backup of the company data file.

How to create a backup in Reckon Accounts Hosted

Consider making a backup before making any major changes such as external data import, password changes, etc

• A daily backup at the end of the day
• An end of week backup
• An end of month backup
• Keeping multiple copies of the backup in multiple locations (such as off-site)

Test that your backups can be restored successfully.

How to restore a backup file (QBB) in Reckon Accounts Hosted

Barbara Allen-Guthrie

I have started to do this, but I started to watch this youtube and it is all about Hosted and the Cloud, sorry I have neither, I am using Reckon Accounts Plus 2020

Follow the guide to download the exported Supplier List

https://community.reckon.com/discussion/6270221/uploading-and-downloading-company-files-to-the-new-reckon-accounts-hosted

So continued on and Exported the IIF file and opened in Excel. I have no Hidden column in the sheet just a "HDR" column and it has things like CUSTNAME, VEND under it, so do you mean I put a "Y" into that column where I want Suppliers to be inactive?

I have not gone any further as I am not sure if the same instruction apply to non Hosted Software?

Appreciate your time

Barb

Barbara Allen-Guthrie

Sorry should have said yes I do backup's often and always before updating to the next year and so on.

Datarec

Hi Barbara,

You have been provided with the instructions for Hosted, because you had categorised your question as referring to a Reckon Accounts Hosted product.

The same instructions apply (except for the upload/download to the Hosted Q: drive steps)

When you open the IIF file in Excel, you need to go to the ROW header that represents the list type you are wanting to modify.

So in the example of Suppliers List, there will be a row that starts with "!VEND".

This would represent the vendors/supplier list header.

Along that row, there will be one called "HIDDEN".

You can use the search function in Excel to locate it the value "HIDDEN"

In the example above the name of the supplier is ABA

So if you go along that row to the value of column represented by HIDDEN, you would find either a Y or an N.

If you want the supplier made inactive, put a value of Y

Barbara Allen-Guthrie

Oh sorry I have no idea how you log it as what program you have, that I must learn too.

I will give this one a go tomorrow, thank you 😉

Datarec

Hi Barbara,

Open the IIF file in Excel.

This will allow you to see the information in a structured row/column format which is easier to work with.