Goldenseal Imports

IMPORT BASICS
          Import Basics | Types of Imports | Import Prep | Field Order
          Preparing Import Data | Import Log | Verifying Import Results

IMPORTS FROM OTHER PROGRAMS
          From Database | From Spreadsheet | From MacNail Accounting
          From MacNail Estimates | From BidMagic | From Quickbooks
          Converting Text to Clairvoyant Fields

IMPORTS OF GOLDENSEAL DATA
          Company File | Calculators | Dimensions | Layouts
          Payroll Info | Transactions | Starter Data | Unit Prices

Website Info Links
       Accounting Software | Business Management Software | Estimating Software

RELATED TOPICS
          Data Entry | Exports

Import Basics

Always make a backup copy of the company file before you import data into it!

That way if the results are not what you want, you can always go back to where you started.

HINT-- Pleeeease make frequent backups! Reverting to a recent backup is an easy solution to many mistakes and problems. Not backing up is worse than driving your car without a spare tire. You can't call a tow truck on the information superhighway!

Types of Imports

You can import the following types of company data into Goldenseal:

One Account Class-- all records in any one type of account. You'll be asked to select the type of account to import, and the data fields that will be included.
One Breakdown Class-- all records in any one type of breakdown. You'll be asked to select the type of breakdown to import, and the data fields that will be included.
One List Class-- all records in any one type of list. You'll be asked to select the type of list to import, and the data fields that will be included.
One Transaction Class-- all records in any one type of transaction. You'll be asked to select the type of transaction to import, and the data fields that will be included.

Payroll Update-- all company data from all classes will be imported automatically.
NOTE-- A Payroll Update import replaces existing items with the imported ones.
Entire Company File-- all company data from all classes will be imported automatically. This command can be used to import any group data that was exported from a Goldenseal file with the Entire Company File, All Accounts, All Breakdowns, All Calculators, All Lists, All Payroll Lists, All Transactions, All Unit Prices or Starter File options.
NOTE-- A Company File import only imports new items.  It does nothing if the same record is already in the Company File.

You can also import layouts that were changed or created with the Custom Layouts command in a different company file. Use these options if you'd like to share layouts between several company files created in Goldenseal.

Screen Layouts-- any data entry layouts that you have changed can be imported.
Print Form Layouts-- any print forms layouts that you have created or changed can be imported.
Report Layouts-- any report layouts that you have created or changed can be imported.
Dimension Layouts-- any dimension layouts that you have changed can be imported.

Import Prep

Before you import data, you'll need to make sure that it's in a form that can be understood by Goldenseal.
The preparation that is needed depends on the source of the information.

Backing up

If you are importing data into an existing file, it is important to make at least one backup copy of the company file before you make the import. That way you can go back to the original if for some reason the import causes problems.

HINT-- Pleeeeease make frequent backups! Reverting to a recent backup is an easy solution to many mistakes and problems.

Importing from a Goldenseal Export

No special preparation is needed if you want to import data that was exported from a Goldenseal file.
If you plan to bring data into a new, blank company file, all data should import successfully.
If you export data from one company file, and then import it into a different company file that already has data, you may run into conflicts with items in clairvoyant fields, since the reference numbers for them may not be identical in the two files.

HINT-- It's often easier to correct such problems after the import is made, rather than trying to prevent them beforehand.

Importing Modified Goldenseal Data

You can change data in Goldenseal by exporting it, making changes in a word process or or spreadsheet, and then importing it back into the original program. Sometimes that is the fastest way to enter large quantities of changes.

WARNING-- Because data import might cause unexpected problems, it is important to make a backup before doing the import.

Goldenseal data can be modified in any spreadsheet, database or word processor program. After the data has been modified, prepare it for import using the methods described below.

HINT-- It is possible to modify group data (exported by the All Accounts, All Lists, All Transactions or Entire Company File commands), but it is also easier to create problems with such export files. Generally you'll have better luck if you work on just one account, list or transaction at a time.

Importing from MacNail or BidMagic

Special processing macros are available to prepare MacNail data for import.  You can also export from BidMagic, and then import it as an Estimate.

Importing from Quickbooks

Goldenseal includes a specific translator for Quickbooks data. For instructions, click here.

Importing from Database Programs

Data that is currently stored in a general-purpose database program can be imported into Goldenseal as long as it matches up with the information in one of the Goldenseal accounts, lists or transactions.
Usually all you need to do is a simple export from the database, with no additional processing.  When you do the import, use the field order dialog to determine which database fields go into each Goldenseal field (see page ).
It is usually very easy to import any of the following data (and save retyping):
Name, address, phone and other contact information for customers and prospects.
Name, address, phone and other contact information for employees, subcontractors and suppliers.
List information such as company divisions, tools, and unit sizes.
Other information can be imported as long as it matches up with one of the Goldenseal accounts, lists or transactions.

The export process that you use depends on the exact database you are using. It is probably similar to the following:

1. Open the database file.
2. Choose Export from the File menu.
3. Type in a file name, and choose a file format-- which should be tab-separated text (often called just Text format).
4. Choose the data fields that will be exported.

Importing from Spreadsheets

Data that is currently stored in a spreadsheet program can be imported, as long as it matches up with the information in one of the Goldenseal accounts, lists or transactions.

The export process that you use depends on the exact spreadsheet you are using. It is probably similar to the following:

1. Open the spreadsheet file.
2. Arrange the data into a simple rectangular table, where each row shows a single account, list or transaction record, and each column shows a piece of data within that record.
3. Choose Save As from the File menu.
4. Type in a file name, and choose a file format-- which should be tab-separated text (it may just be called Text format).

There are some other quirks that you may need to deal with before importing from a spreadsheet:

• Make sure column widths are wide enough to show the largest numbers that are included. If the column is so narrow that it displays ###, some spreadsheets will lose the number value when they are saved in text format.
• Numbers that contain parentheses () or a minus sign - will be considered as negative. Negatives that are marked with some other symbol, or with a different color rather than parentheses or a minus, will not be recognized as negative.
• Percentages must be shown either as decimals (.10) or with a percent sign (10%).  A whole number percentage with no percent sign will be read incorrectly (10 = 1000%).
• Dates are imported most reliably if converted to month / day / year format (12/31/99). However Goldenseal will correctly interpret most common date formats. Two digit years are put in the century that makes them closest to the current date, so you only need to use four digit years if the date is more than 50 years old (or more than 50 years in the future).
• Large Goldenseal export files that have been opened and changed in a spreadsheet or word processor program may sometimes suffer small data shifts, which will cause incorrect placement of data when the file is imported back into Goldenseal.

Importing from Other Programs

Data from accounting programs or other sources may need to be prepared so it matches the import/export format used by Goldenseal. The amount of data you can import into Goldenseal will depend on how closely the exported data matches the accounts, lists and transactions that are used in Goldenseal.

The best way to prepare data from a different program is as follows:

1. Create a sample Goldenseal company file. It can just be a "dummy" file that you throw out after you're done with it.
2. Create a sample record for the class that you'd like to import. Fill in each field with some descriptive data (you can even enter the field name itself into text fields).
3. Choose Export from the File menu, and export one of the classes you plan to import. Make sure that headings are included in the export file.
4. Open the export file in a spreadsheet program. Each data field will be shown in a separate column.
5. Copy and paste the data into the rows beneath the sample data, making sure that the correct information is in each column.
6. Delete the row or rows containing the sample data.
7. Save the file in text format.
8. Import the file into Goldenseal.
9. Repeat steps 2 through 8 for each account, list or transaction that you plan to import.

Import Field Order

When you import data into a single account, list or transaction class, you can arrange the import so it brings data into the correct fields. This is done through an import order dialog, which you will see after you choose a file to import.

Click on the arrows in the center of the window to determine which fields are imported-- only those fields that have arrows will be imported.

To re-arrange either list of field orders, hold down the Control or Option key and drag an item to a new location.

To view the actual import data so you can better see how fields should line up, click on the right and left arrows beneath the list of fields.

If the data starts with a title row, enter the number of title rows into the First xxx Lines are Titles field, beneath the field order list.  Goldenseal will skip over those records when you import.

When you have completed setting up the import field order, click Import.

Import Log

When you finish an import, Goldenseal will show you an Import Log.  It tells you what was imported, and whether any problems occurred during the import.

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.

Verifying Import Results

After importing data into Goldenseal, it's a good idea to check the new records carefully, to make sure that you have the correct data in the correct fields.  Also check the Import Log to see if it discovered any problems during the import.

Importing data into a new, empty company file is not likely to cause serious problems. However you may still have blank fields that need to be filled in, for those fields that were not included in the imported data.

Data that is exported from one Goldenseal file and then imported into a different, existing Goldenseal file may not work correctly due to ID number conflicts. It is a good idea to double-check all types of imported data that rely on object ID numbers:

• All clairvoyant fields.
• Tax, benefit, vacation and location packages.
• Transaction breakdowns.

If you find there are many errors in a file that includes recently-imported data, you may want to revert to the copy of the file that you saved before you made the import.

Converting Text to Clairvoyant Fields

Goldenseal uses clairvoyant fields for items such as payment method, sales rep, shipping/delivery method, job type and cost type.  The record stores a id number for a list item or an account.

If you are importing from another program (or from a general database), you may have text information for those same fields.

Follow these steps to convert the data into Goldenseal:

1. Choose Import from the File menu, and choose the type of data you'd like to import, and the source file.
2. When you line up data with Goldenseal fields, import the data into any text field (e.g. Comments).
3. After you've imported the data, use the Find command to find all records that have a specific text value in that field.
4. In one of the found records, enter the correct value into the clairvoyant field, and erase the text field.
5. Choose Replace All from the Edit menu, and replace the value for those two fields.
6. Find a different text value, and then repeat steps 4 and 5.  Keep doing that until you've replaced all of the values.
7. To make sure that you've converted all of the text, use the Find command to find any remaining text in the text field (to find non-blank values, enter = into the field, and click the Omit button).

HINT-- If you have several clairvoyant fields that you want to convert from text, you may need to make several imports into the same records, using Update Existing Items.

Alternate Method

If you are clever with spreadsheets, you can pre-process your data so the incoming data contains clairvoyant ID numbers rather than text.

To do that, you first need to see the ID numbers used in the clairvoyant field.  Follow these steps:

1. If you haven't already set up the list or accounts that show in the clairvoyant field, set them up in Goldenseal.
2. Choose Export from the File menu, and choose One Account Class or One List Class from the submenu.
3. Choose the type of item that is in the clairvoyant field, and export it.
4. Open the export file with a spreadsheet program.

1. Export data from another program.
2. Open the data with a spreadsheet program.
3. Select all of the data, and use the Sort command to sort the data by the column containing the data used by the clairvoyant field.
4. Look at the Goldenseal export file so you can see the ID numbers for each item in the column.
5. Replace the text in the column with that ID number.  You can use the Fill Down command to enter the same ID number into all rows that contain the same value.
6. After you've replaced all text in the column with ID numbers, save the export file as Text.
7. Import the data into Goldenseal.

Importing A Company File

Do a Company File import to bring in data that you exported from Goldenseal with the Entire Company File, All Accounts, All Breakdowns, All Calculators, All Lists, All Payroll Lists, All Transactions, All Unit Prices or Starter File options.

HINT-- Always import data into a new company file before you add any other data to it.

To import data that you exported from a different company file, follow these steps:

1. Choose Import from the File menu, and choose Company File from the submenu.
2. Select the file you'd like to import, and click Open.
3. Goldenseal will import all new records from the file.

Importing Calculators

If you start with a new, empty Company File, you'll need to import calculators in order to use estimate dimensions or reports.

To do so, follow these steps:

1. Always make a backup copy of your company file before you import into it!
2. Choose Import from the File menu, and choose Company File from the submenu.
3. You'll be asked to choose a file.
4. Open the Goldenseal CD and open the Goldenseal Files folder on it.
5. Open the Other Data Files folder that is inside that.
6. Import from the Current Calculators file.

Importing Data from another Program

If you already have data in a database, spreadsheet or word processor program, you can import it into Goldenseal and save some data entry time. You can import information into any list or account.
If you have data in another accounting program, you can also import it if the program is able to export information in tab-delimited text format, and if the information is similar to what Goldenseal uses.
If you have your own data in a spreadsheet, database or accounting program, you can probably bring it into Goldenseal.

Export Sample Data

The first step is to export from Goldenseal, so you will have an example of the correct data format. To do so, follow these steps:

1. Open Goldenseal.
2. If you don't already have some customers, create a few sample Customer accounts, or use the Sample Company File from the tutorial.
3. Choose Export from the File menu, then choose One Account Class from the submenu.
4. Enter a name for the export file, and choose Customer Accounts as an item to export.

Prepare Incoming Data

Next, export information from the other program, and set it up in the same format as Goldenseal. To do so, follow these steps:

1. Switch to the program that contains the data you'd like to import.
2. Use that program's Export or Save As command to convert the data into tab-delimited text.
3. Switch to a general-purpose program. These instructions assume you will use a spreadsheet program (which works best), but you can also use a word processor if you are very careful about tab placement.
4. Use the spreadsheet program to open the sample Goldenseal export file that you created earlier.
5. Use the spreadsheet program to open the data file that you created in step 2.
6. Copy the data in the data file, and paste it into the matching columns in the Goldenseal file. You will probably need to move data column by column.
7. When you have finished moving data, save changes. Make sure that the data file is still in tab-delimited text format.
8. Close the data file.

Import to Goldenseal

Finally, you can import into Goldenseal. To do so, follow these steps:

1. Always make a backup copy of your company file before you import into it!
2. Open the company file in Goldenseal. Before you import data, make a backup copy, so you can go back to the original if you don't like the results
3. Choose Import from the File menu, then choose One Account Class from the submenu.
4. Find the file that contains the processed data, and import it into Customer Accounts.
5. Line up fields so the data matches correctly, then click Import. Goldenseal will import the new customer accounts.
6. Check the data, and enter any additional information that wasn't imported.

HINT-- Click the right and left arrows beneath the list to browse through the data you are importing. You may need to look at several records before you decide where to put each incoming data field.

Importing Data from Goldenseal Exports

Goldenseal can easily import data that was exported from Goldenseal using All Accounts, Entire Company file, or another bulk export format. To do so, follow these steps:

1. Always make a backup copy of your company file before you import into it!
2. To import new "starter" data, choose Import from the File menu, then choose Entire Company File from the submenu. To replace or update existing data, choose Import from the File menu, then choose Payroll Update from the submenu.
3. Choose the file that you exported.
4. Click Import.

You can also import data that was exported from a specific class (for example, One Account Class). In that case, you will need to line up the fields, just as you would when you import outside data.

Importing Dimensions

The dimensions that Goldenseal uses for Estimates rely on two parts:

• Layouts-- for the fields and graphics that you see on the screen
• Calculators-- for the numbers that you enter, and how they are calculated.

If you didn't do that, here's how you can get dimensions to work:

1. Always make a backup copy of your company file before you import into it!
2. Choose Import from the File menu, and choose Company File from the submenu.
3. You'll be asked to choose a file.
4. Open the Goldenseal CD and open the Goldenseal Files folder on it.
5. Open the Other Data Files folder that is inside that.
6. Import from the Current Calculators file.

1. Open your company file.
2. Choose Export from the File menu, and choose Entire Company File from the sub menu.
3. Export all data from your company file.
4. Choose Exit/Quit from the File menu.
5. Double-click on the Goldenseal icon.
6. When it asks you to open a file, navigate to the Goldenseal folder.
7. Open the Starter Files folder.
8. Choose the file that you'd like to use.
9. You'll now have an empty file with the correct dimensions and calculators.
10. Choose Import from the File menu, and choose Company File from the submenu.
11. Locate the file that you exported in step 3.  Click Open.
12. Goldenseal will import all of your company data into the new file.

Importing 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:

1. Open the file with the custom or changed layouts.
2. 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 second submenu.
3. Enter a file name and choose a place to save the file, then click Save.
4. Quit from Goldenseal.
5. Open the new file where you'd like to import the layouts.
6. 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 second submenu.
7. 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!

Importing Payroll Info

Goldenseal comes with stock data files that only apply to some users. You can use the Import command to bring in just those items that will be useful for your business.

For example, to import state payroll taxes, follow these steps:

1. Choose Import from the File menu, then choose Company File from the submenu.
2. You'll see a standard file open dialog. Navigate to the Goldenseal Folder, and open the US Payroll folder.
3. Choose a file to import, and click Open.
4. Goldenseal will automatically import the data.
5. If you calculate payroll withholding for more than one state, repeat steps 1 to 4.
6. To see the state payroll information, choose Payroll Setup from the Costs menu, then choose Tax Items, Tax Packages or Tax Tables from the submenu.

NOTE-- For Canadian payroll, open the Canada Payroll folder.

Importing Starter Data

Goldenseal allows you to export a starter file, which includes just the lists and the accounts that you need to have.  You can use a starter file to "start over" at the beginning of a year, or to "clone" your company file if you want to use a separate file for a separate business.

HINT-- You do not have to "start over" with a new file at any time.  Usually it's best to just keep using the same file, since it's useful to be able to access your old data, and you'll have an easier time with projects that are not complete at the end of the year.

To import a starter file that you previously exported, follow these steps:

1. Choose Import from the File menu, then choose Company File from the submenu.
2. You'll see a standard file open dialog.
3. Navigate to the location of the starter file that you previously exported.
4. Select it, then click Open.
5. Goldenseal will automatically import the data.

Importing Transactions

Most Goldenseal transactions require a valid account.  If you import them from a different Goldenseal file, both files will need to use the same accounts.

Goldenseal "posts" transactions when you import them-- updating job costs, accounts payable, customer or vendor accounts, and utility accounts.

Because Goldenseal transactions are closely linked to other parts of Goldenseal, it is very difficult to import transactions from other accounting programs, which usually structure their data in different ways.

Importing Unit Prices

To import cost items, assemblies and other information, follow these steps:

1. Choose Import from the File menu, then choose Company File from the submenu.
2. You'll see a standard file open dialog. Navigate to the Goldenseal Folder, and open the Other Data Files folder.
3. Choose a file to import, and click Open.
4. Goldenseal will automatically import the data.

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