Goldenseal Exports

This section explains how to use the Export command to get data out of Goldenseal.

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Export Basics

Goldenseal can export just about any kind of data in just about any format.

You can get data from any Accounts, Lists, or Transactions. You can also export some combination files that include more than one class.

You can open Goldenseal exports with any word processor or spreadsheet program. You can also import them into other Goldenseal files, any database program, or into other accounting programs that can import tab-delimited text files.

Export Types

To make an export, choose Export from the File menu, and choose one of the submenus.

You can export the following types of data from Goldenseal:

One Account Class-- all records in any one type of account.
One Breakdown Class-- all records in any one type of breakdown.
One List Class-- all records in any one type of list.
One Transaction Class-- all records in any one type of transaction.
HINT-- When you export one class, Goldenseal will ask you which fields to export (and in which order).

All Accounts-- all records in all account classes will be exported.
All Breakdowns-- all breakdown records will be exported.
All Lists-- all list records will be exported.
All Transactions-- all transactions will be exported.
Entire Company File-- all company data from all classes will be exported.
HINT-- When you export multiple classes, Goldenseal exports a header for each class that lists the field tags.

Estimate Dimensions-- all estimate dimension measurements will be exported.

Goldenseal also exports the following other items:

Starter Data-- All lists, some account classes, and accounts that have the Include In Starter File checkbox turned on.
All Calculators-- All calculator classes will be exported.
All Categories-- Categories, Category Classes and Category Systems will be exported.
All Payroll Lists-- all payroll lists will be exported.
All Unit Costs-- all assemblies and cost items will be exported.
Layouts-- any data entry layouts that you have changed will be exported.
Print Form Layouts-- any print forms layouts that you have created or changed will be exported.
Report Layouts-- any report layouts that you have created or changed will be exported.
Dimension Layouts-- any dimension layouts that you have created or changed will be exported.
WARNING-- Layouts are exported in a form that can be read only by Goldenseal. If you open the files with a word processor or spreadsheet, you will see gibberish. If you change a layout export file in some other program and then import it, serious problems may occur!

Data Formats

To set the data format for exports, choose Preferences from the Options menu, and choose File from the submenu.

You can export in either of the following formats:

Comma Text-- Each record is separated by a carriage return, and each data field within the record is separated by a comma.
Tab Text-- Each record is separated by a carriage return, and each data field within the record is separated by a tab.

You'll usually export data in Tab Text format (also known as tab-delimited format). The tab-delimited format can be read by any word processor or spreadsheet program. It can also be imported into any database program, and into many accounting programs.
NOTE-- If you typed carriage returns into a multiple-line field, the returns will be replaced by a non-printing character in the export file. If you import the data back into Goldenseal, the non-printing characters will be replaced again with carriage returns. Other programs may not translate the carriage returns the same way.

Data Headings

When you export just one class, you have the option to include headings in the first line of the export file. Each heading is a simple text description of that data field.
When you export a file that includes more than one class, each data class starts with a header line that lists a four-letter tag for each data field. These tags are used to locate each field, if the data is imported back into a Goldenseal file.

Percentage Values

Percentage values are exported with a percent sign (34%). If you want percentages to be exported as decimals instead (.34), follow these steps:

Choose Preferences from the Options menu, and choose the Basics submenu.
Turn on the Export Percents as Decimals option.
Click OK.

Popup and Clairvoyant Values

Values in fields that have a popup menu or a clairvoyant field will include the ID number of the item that is listed. The ID number is shown after the name of the item.
If you are using the export data to make a report, you may want to not include the ID numbers. To do so, follow these steps.

Choose Preferences from the Options menu, and choose the Basics submenu.
Turn the Export ID Numbers option off.
Click OK.

WARNING-- The ID number for popup and clairvoyant field values is required if you want to bring the data back into Goldenseal. Be sure to turn the Export ID Numbers option back on before exporting data that will be used for that purpose.

Export Field Order

When you export from just one class, Goldenseal will ask you to set the field order. You can also decide which fields to include in the export.

Click in the arrow columns to export a field or not. If the arrow is turned off, that field will not export.

To change the field order, hold down the Control or Option key, click on a field, and drag it up or down.

HINT-- To skip the Export Order dialog, choose Preferences from the Options menu, choose File from the submenu, and turn on the Bypass Field Order Dialog checkbox. To remember the modified export order for your next export, turn on the Save Export Order checkbox.

Export Setup

Before you export from Goldenseal, do the following things:

Save Changes in any open records before you export. Otherwise you may not export the most recent data.
Choose Preferences from the Options menu, and choose File from the submenu. Check the Export Options section and make sure the export is set up the way you want.
If you want to export only some records, use the Find command to find them before you export.

Exporting A Company File

When you move information from one Goldenseal file to another, you can use one of the multiple-item commands to export a group of items.
To export all company data, choose Export from the File menu, then choose Entire Company File from the submenu.
HINT-- Exporting the entire company file is an alternative way to back up your company data. It stores everything in a standard format that can be imported back into Goldenseal later.

To export just some data from the company file, choose Export from the File menu, then choose All Accounts, All Lists, All Transactions, All Breakdowns, All Calculators, All Categories, All Payroll Lists or All Unit Prices.
HINT-- Bulk exports are not very useful for general reporting, since they include more than one type of item, and label each column with a four-letter "tag" instead of a regular text title.

Exporting Calculators

Goldenseal calculators fill in values for reports such as the Balance Sheet and Income Statement.

If you create custom reports or estimate dimensions with custom calculators, you can move them to a different file with the following steps:

Open the file where you made the custom calculators or dimensions.
Choose Export from the File menu, choose Other Items from the submenu, and choose All Calculators from the second submenu.
Enter a file name and choose a place to save the file, then click Save.
Quit from Goldenseal.
Open the company file where you'd like to add the calculators.
Choose Import from the File menu, and choose Company File from the submenu.
Goldenseal will import all calculators.

HINT-- If you need to replace existing calculators rather than just adding new ones, choose Payroll Update from the submenu at step 6. You can use a Payroll Update for any type of bulk import-- it replaces existing items, while a Company File import only adds the items that are not already there.

Exporting Layouts

If you create custom layouts or change existing ones, you can export them, and then import them into a different company file.

To move layouts, follow these steps:

Open the file with the custom or changed layouts.
Choose Export from the File menu, choose the Other Items submenu, then choose Screen Layouts, Print Form Layouts, Report Layouts or Dimension Layouts from the submenu.
Enter a file name and choose a place to save the file, then click Save.
Quit from Goldenseal.
Open the new file where you'd like to import the layouts.
Choose Import from the File menu, choose the Other Items submenu, then choose Screen Layouts, Print Form Layouts, Report Layouts or Dimension Layouts from the submenu.
Goldenseal will bring in the changed layouts.

WARNING-- Layouts are exported in a form that can be read only by Goldenseal. If you open the files with a word processor or spreadsheet, you will see gibberish. If you change a layout export file in some other program and then import it, serious problems may occur!

Exporting One Class

You can export information from any list, account or transaction.

For example, to export details about each of your customers, follow these steps:

Choose Export from the File menu, then choose One Account Class from the submenu.
Choose the class of file you'd like to export, then click OK.
You'll see a standard file saving dialog. Choose the location where you'd like to save the export file, and enter a name for the file. Then click OK.
You'll see a listing of all the fields in the account. Goldenseal will export each item that is marked with an arrow.
To change the fields that are exported, click in the arrow column.
To change the order of the fields, hold down the Control or Command key, and drag fields to a new location.
Click in the Record Range popup to determine which customers are included in the export.
Click on the checkbox to determine whether a title row will be included in the export file, showing the name of each field.
When you are finished setting up the export data, click OK. Goldenseal will automatically create an export file on your hard drive, at the location you specified in step 3.

Exporting Starter Files

You can use a starter file to start with a new file, after you have used Goldenseal for a while.
HINT-- It's usually best to keep using the same Company file, even after you have several years of data in it. You can refer back to old estimates, purchases or other transactions, and the prices in Cost Items will be more accurate if you have full data for purchases.

To swap data to a new file, follow these steps:

Open the file you want to stop using.
Go through each of the accounts, and turn on the Include in Starter File checkbox for each account that you'd like to keep in the new file.
Choose Export from the File menu, choose Other Items from the submenu, and choose Starter File from the second submenu.
Enter a file name, and choose a place to save the file, then click Save.
Quit from Goldenseal.
Open Goldenseal, and create a new company file.
Choose Import from the file menu, and choose Company File from the submenu.
Select the file you just exported, and click Open.
Goldenseal will import all data from the former file.
After the import is finished, you can delete any accounts or list items that you don't need any more.

Export Log

When you finish an export, Goldenseal will show you an Export Log. It tells you what was exported, and whether any problems occurred during the export.

To view all the details in the log, click on the up or down arrows on the scroll bar at the right side of the window.

To print a copy of the log, click the Print button.

To save the log as a text file, click the Save As Text button.

Opening Exports with a Word Processor

To open an exported file with a word processor, follow these steps:

Open the word processor you want to use to view the data.
Choose Open from the File menu.
Navigate to the place on your hard drive where the export file was saved.
Select the file, and click OK or Open.

To get a good-looking report, you'll probably need to widen the document's tab spacing so each column of data is wider than the text contained in it.
HINT-- Some word processors can use a text file to fill in data for a mail merge. Check your word processor manual for instructions.

Opening Exports with a Spreadsheet

To open an exported file with a spreadsheet program, follow these steps:

Open the spreadsheet program you want to use to view the data.
Choose Open from the File menu.
Navigate to the place on your hard drive where the export file was saved.
Select the file, and click OK or Open.
You'll see the data in spreadsheet format.
While in the spreadsheet you can get totals, change column widths and text formatting, and do anything else to get the data into the form you'd like.

Opening Exports with Database or Accounting Programs

Database programs and accounting programs other than Goldenseal generally use an Import command to bring in outside data.

You can probably bring Goldenseal data into a general-purpose database program with no additional processing.

To bring the data into another accounting program may require some preparation. Generally it is easiest to do that in a spreadsheet program. Check the manual for the program, to see what kinds of data it accepts and the format that is required.

Save As Text

You can save any report that you view from the Reports menu as a text file. To do that, click the Save As Text button.

You can also save a text file from any window in the Billing, Deposit Funds, Pay Bills, Payroll or Job Costs commands. To do that, click the Save As Text button.

Any account or transaction record can also be saved as text. To do that, choose Save As Text from the File menu.