Open item link - Transactions tab - Export to spreadsheet
The Transactions tab will list all transactions for each open item account. It will also list the outstanding amount (due amount) for each transaction.
Export options
Select the account type (i.e. Ledger, Debtors or Creditors) for which you need to create the export file for.
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You may: •Select Open transactions only to include only the transactions with outstanding amounts or to include all transactions in the export file. •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. |
To create an export file:
1.Click the Export button. This will launch the "Save As" screen:
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, Apache OpenOffice, LibreOffice, Ultra Office, etc.).
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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. |
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").
Close the exported text file.
Open the Open item link - Transactions 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).
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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, Apache OpenOffice, LibreOffice, 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. Microsoft Excel, Apache OpenOffice, LibreOffice, Ultra Office, etc.
On your spreadsheet application, open the accounts saved text (*.txt) file.
Text Import
Confirm your tab delimited settings ("Separator Options") on the "[Text Import - Your file name]" screen.
Select the "Separator Options" and click OK.
Open item link - Transactions 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:
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 16 columns:
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Column |
Column heading |
Source / fields |
Remarks |
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A |
Account |
Account code / Account no. |
Ledger is prefixed by account type G = Ledger B = Bank T = Tax |
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B |
Description |
Name (Account description) |
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C |
Reference |
Batches = Reference entered in Reference columns of Batch entry screens Documents = Document number |
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D |
Batch entry |
Batches = Description entered in Description columns of Batch entry screens Documents = Document number / Your reference (on document headers) |
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E |
Transaction total |
Total transactions |
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F |
Due |
Total outstanding |
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G |
Due date |
Due date |
(Usually 30 days after the document date) |
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H |
Date |
Date of transaction / Date of document |
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I |
Account type |
1 = Debtors 2 = Creditors 0 = Ledger 3 = Bank 4 = Tax |
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J |
* - |
Account ID |
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K |
* Contactperson |
Transaction ID |
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L |
* Address |
First name of the contactperson |
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M |
* Address 2 |
Postal address 1 |
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N |
* Phone 1 |
Postal address 2 |
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O |
* Phone 2 |
Telephone 1 |
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P |
* - |
Telephone 2 |
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* Column headings out of line in spreadsheet export, as column J does not include a column heading.
Columns L to P - 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 L to P - will be blank for the following account types:
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G |
General ledger (Account type 0) |
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B |
Bank (Account type 3) |
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T |
Tax (Account type 4) |
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