Contents
- Getting Started
- Quick Start Guide
- Video Tutorials
- Operating Procedure Templates
- Sales
- Operations
- Sales Plans
- Requirements
- Job Cards
- Complete Works Order
- Pick Sales Orders
- Dispatch and Invoice
- Customer Receipts
- Send Purchase Orders
- Create Purchase Orders
- Receive Goods and Create GRN
- Process a Stock Invoice
- Process a Supplier Invoice
- Supplier Payments
- Create a Supplier Account
- Create a Stock and Order Item
- Manufactured Items
- Suppliers Tab
- Ad-hoc Purchases
- Expenses and Cash Purchases
- Payroll
- Frequently Asked Questions
- What should I do with my bank statements?
- How do I account for factoring?
- What should I do with supplier statements?
- How do I claim Expenses?
- When should I use Expense Claims rather than payments from a Director’s Loan account?
- How do I reclaim the cost of using my car on company business?
- Do I always have to create an Employee account?
- Which PAYE Tax Code should I be using for my employee payroll?
- Which National Insurance Category should I be using for my employee payroll?
- What is RTI?
- How do I check my VAT Return?
- When do I use Cash Sales rather than a normal invoice?
- How do I delete a sales order that is part complete?
- Do I credit or refund?
- How do I transact a VAT only purchase invoice or credit?
- Which Bank Account do I use?
- When do I use Asset Items?
- Which Customer VAT Type and Stock Item VAT Rate should I use?
- Implementation Support and Training
- Business Planning & Cashflow
- Part 1 Basic Principles
- Starting Up
- Starting Up – continued
- Starting Up – continued (2)
- Key Points
- The Matching Principle
- The Matching Principle continued
- The Prudence Concept
- Cash vs Profit
- Cash vs Profit continued
- Cash vs Profit continued (2)
- Cash vs Profit continued (3)
- Cash vs Profit continued (4)
- Cash vs Profit continued (5)
- Part 2 Pricing, Variable & Fixed Costs, and Simple Breakeven
- Part 3 Working Capital
- Part 4 Investment Appraisal and Simple Payback
- Part 1 Basic Principles
- Guide to ERP Software
We recommend that importing stock records from another database is done as a three-stage process:
1. export the records from the donor database into a .csv (comma separated variable) or other file format which can be opened and edited in a spreadsheet application – this can often be done by running a report and saving it as a .csv file;
2. edit to eliminate errors and redundant records, and ensure completeness and correctness for your new system, and save as a .csv file;
3. import to Central Accounting from the edited .csv file.
The .csv file should contain records only i.e. no title/ header row and the columns should contain the following data (alternative supplier details can be left blank if not required):
Column A = stock code (minimum 3, maximum 9 characters)
Column B = stock name/ description
Column C = extended description/ specification
Column D = main supplier account code (see Column A in section 2. above)
Column E = alternative supplier 1 account code (see Column A in section 2. above)
Column F = alternative supplier 2 account code (see Column A in section 2. above)
Column G = main supplier part number/ item reference
Column H = alternative supplier 1 part number/ item reference
Column I = alternative supplier 2 part number/ item reference
Column J = main supplier lead time (number of days)
Column K = alternative supplier 1 lead time (number of days)
Column L = alternative supplier 2 lead time (number of days)
Column M = main supplier unit price (purchase price for pack size below)
Column N = alternative supplier 1 unit price (purchase price for pack size below)
Column O = alternative supplier 2 unit price (purchase price for pack size below)
Column P = main supplier pack size (e.g. “each”, “per metre”, “per 1000”)
Column Q= alternative supplier 1 pack size (e.g. “each”, “per metre”, “per 1000”)
Column R = alternative supplier 2 pack size (e.g. “each”, “per metre”, “per 1000”)
Column S = stock pack size (e.g. “each”, “per metre”, “per 1000”)
Column T = stock minimum quantity (of above pack sizes)
Column U = main supplier pack size conversion rate (see example blow)
Column V = alternative supplier 1 pack size conversion rate (see example blow)
Column W = alternative supplier 2 pack size conversion rate (see example blow)
Column X = sales unit price (selling price for pack size below)
Column Y = sales pack size (e.g. “each”, “per metre”, “per 1000”)
Column Z = sales pack size conversion rate (see example blow)
Column AA = vat rate (enter “UK Standard Rate”, “UK Zero Rate”, “UK Reduced Rate”, or “UK Exempt Rate” – will default to UK Standard Rate rate if left blank)
Column AB = normal batch quantity purchased or made
Column AC = stock type (enter “StockItem”, “ServiceItem”, “ConsumableItem”, or
“KitItem” *)
Take care to avoid commas in the record data, e.g. between a street number and name, as this will be taken as two separate pieces of data by the import programme, and will likely cause the import to fail (you may want to export from Central Accounting first and use that as a template, but delete any data before re-importing).
The import process will add records to the existing system records, so take care to only perform this procedure once in order to avoid duplications!
See also:
Import Customer Records, Import Supplier Records, Account Opening Balance Input, Initial Expense Codes
and Stock Types