Moving Item List from old company file to a new company file.

Sally_7668894
Sally_7668894 Member Posts: 7
edited December 2017 in Point of Sale
I am trying to move an Item List from an Old Company to a New Company File. However each time I try I get a message that the Tax Code GST has been changed but I have done nothing as it is a new file. The only way it will import is if I delete the Tax Code Column when open in Excel, but if I do this I have no tax codes and there is over 4000 items. Also it loses the letter "F" from the first word in the Description Column.  It also looses the Preferred Supplier.

Comments

  • ARC BookKeeping
    ARC BookKeeping Member Posts: 168
    edited July 2015
    Hi Sally,
    Exporting/importing lists take a bit of time and patience and a lot of playing, because you need each field to be exactly the same as it is in the company file that you are importing to.

    if you have even a space after a letter that is not the same ......error

    go to your new company file and check exactly what the GST codes are that have been used.

    high light the whole item list in excel & sort by GST code column and (hopefully) find the error.

    I am not sure if you can import the preferred supplier.

    some times i have to import a file first as a .iif then mapped with excel.


    cheers

    Angie Carlyle

  • Graham Boast
    Graham Boast Accredited Partner Posts: 331 Accredited Partner Accredited Partner
    edited December 2017
    Hi Sally There are a number of issues that I think you are experiencing. Here are some steps that may help, Export the item list from the old company file as an iif file Open Excel, then open the item file You will need to say it is a delimied file with comma delimiters - this will ensure that the description and preferred supplier data is correct Delete the first 10 lines from the file (from !HDR to ENDCUSTITEMDICT) Select cell A1 then Data > Filter. Select the dropdown on column E INVITEMTYPE and untick OTHC PART SERV STOCK then OK Delete all rows showing (yes - all of them) Select the dropdown on column E again and tick select all. You should now only have services, noninventory parts, inventory parts and Other Charges, you can now check the tax code info select dropdown on column P TAXCODE the only valid codes here are EXP FRE GST INP select any invalid codes and correct them via Replace. Generally NCG to GST or NCF to FRE when corrected tick select all again select dropdown on column AG TAXCODE the only valid codes here are CAF CAG CAI NCF NCG NCI select any invalid codes and correct them via Replace. Generally GST to NCG or FRE to NCF when corrected tick select all again Now, you need to add a Y to all lines in Column O TAXABLE Finally, you need to ensure that your barcodes don't change to Scientific format: select Column AF BARCODES Right-click > Format Cells > Custom then add # in the Type box > OK It is also a good opportunity to clean up your item list Select Column AC HIDDEN dropdown only tick Y delete displayed cells - these are inactive items tick Select All again Check the Accounts the Items are allocated against Column H ACCNT should only have Income Accounts Column I ASSETACCNT should only have the Inventory Asset account Column J COGSACCNT should only have Cost of Goods Sold Account File > Close > Save > Yes backup new file then import Good luck. If you have trouble, I specialise in transferring data from old files to new files (including lists, open invoices, unpaid bills, inventory balances etc) and can do this for you on a fee-for-service basis. Graham Boast Reckon Accredited Consultant graham@reckonhelp.com.au http://www.reckonhelp.com.au/remotesupport.htm

    Graham Boast | 0409 317366 | graham@reckonhelp.com.au