The Totals tab will list the transaction total and total outstanding total for each open item account. 

Export options

Select the account type (i.e. Ledger, Debtors or Creditors) for which you need to create the export file for. 

You may: 

Use the search and filter and options to export only the criteria that matches your search and filter options.  

Drag the columns in the sequence you wish to export the data.

open-item-link-totals-tab

To create an export file:

1.Click the Export button. This will launch the "Save As" screen: 

open-item-export-save-as-file-type

2.Select the folder in which you wish to save the file.

3.Select the file type. Text files (*.txt) is the default; or select CSV files (*.csv) (Comma Separated Values).

4.Click on the Save button. This will automatically open (launch) the exported file in the program associated with the selected file type:

oText files e.g. (Export.txt) - This should automatically open the exported text file of your system's default text file program associated with Text file type (*.txt) file types (e.g. Notepad, etc). You need to close the exported text file and launch your spreadsheet program. In your spreadsheet program, Open the text file to launch the "Text Import" options.

oCSV files e.g. (Export.csv) - This should automatically open the "Text Import" options of your system's default spreadsheet program associated with Comma Separated Value file type (*.csv) file types (e.g. Microsoft Excel, LibreOffice Calc, OpenOffice Calc, Ultra Office, etc.). 

 If you do not enter and save the Export.txt file name, you may replace existing (previously exported) files. 

If an existing exported file is opened, and you are trying to open a export file with the same name, a similar error message as the following will be displayed:

Cannot create file "D:\Export\Export.txt". The process cannot access the file because it is being used by another process. 

This will create an "Export.txt" (Text file type), which you may change the name and folder and save it. You may select the file type as the default; Text (Export.txt) file or a Comma separated value (Export.csv) file.

If the "Export.txt" (Text file type) is selected, it will open by default in your system's default text file editor (e.g. "Notepad"). 

open-item-totals-tab-export-text

Close the exported text file.

Open the Open item link - Totals tab - Exported file in a spreadsheet

To open the exported - Export.txt or Export.csv file in a Comma Separated Value (*.csv) file format: 

You may also open the exported file using "Windows Explorer" (or your "File Browser" program). 

If the Comma Separated Value file type (*.csv) file type for the exported file does not automatically launch in a spreadsheet program; or the incorrect program, you may change this. To do this; you need to: 

Select the saved *.csv file. 

Right-click on it and select the Open with option on your system's context-menu. 

If your program is not listed as one of the Recommended programs on your system's context-menu, select the Choose Default Program... option. On this screen, select your default program (e.g. Microsoft Excel, LibreOffice Calc, OpenOffice Calc, Ultra Office, etc.). You may need to click on the Browse button to do this. 

Make sure that the Always use the selected program to open this kind of file option is selected (ticked), and click on the OK button. 

To illustrate the exported fields and data, the exported text file is opened in a spreadsheet. 

Once the text file is saved, you need to launch your spreadsheet application i.e Excel, OpenOffice, LibreOffice, Ultra Office, etc. 

On your spreadsheet application, open the accounts saved text (*.txt) file. 

open-item-totals-tab-export-text-open-file

Text Import

Confirm your tab delimited settings ("Separator Options") on the "[Text Import - Your file name]" screen. 

open-item-totals-tab-export-text-import

Select the "Separator Options" and click OK.

Open item link - Totals tab - Spreadsheet columns

This will open your exported text file of the accounts in a spreadsheet. An example of the exported file opened in "LibreOffice Calc" spreadsheet, is as follows: 

open-item-totals-tab-export-spreadsheet

The first 6 rows will display the following:

Row 1 - Date and timestamp on which the export file is created.

Row 2 - Ledger - True - Included in the Export file, if account is set as "Open item account". If FALSE - Ledger accounts was not selected in the Filter options.

Row 3 - Debtors - True - Included in the Export file, if account is set as "Open item account" If FALSE - Debtors accounts was not selected in the Filter options.

Row 4 - Creditors - True - Included in the Export file, if account is set as "Open item account" If FALSE - Creditors accounts was not selected in the Filter options.

Row 5 - Blank.

Row 6 - Column headings

The exported data will be exported in 11 columns:

Column

Column heading

Source / fields

Remarks

A

Account

Account code / Account no.

Ledger is prefixed by account type

G = Ledger 

B = Bank

T = Tax

B

Description


Name (Account description)

C

Account type 


1 = Debtors

2 = Creditors

0 = Ledger 

3 = Bank

4 = Tax

D

Transaction total



E

Total outstanding 



F



Not used

G

Contactperson


Only the first name of the contactperson.

H

Address


Postal address 1

I

Address 2


Postal address 2

J

Phone 1


Telephone 1

K

Phone 2


Telephone 2

Columns G to K - The contact details (Contact person, Address, Address2, Phone1 and Phone2) is only applicable to debtor (customer / supplier) accounts (Account type 1) and creditor (supplier / vendor) accounts (Account type 2)

Columns G to K - will be blank for the following account types: 

G

General ledger (Account type 0)


B

Bank (Account type 3)


T

Tax (Account type 4)