How to import data from Microsoft Excel

Answer

To import records into Sage 50 ACT!, each field must be separated by quotation marks and have a file extension of .txt or .csv.
For example, if you open a standard comma delimited file in Microsoft Notepad it appears as follows:

“Chris Huffman”,”Cordoba Coffee”,”400 Madison Avenue”,”New York”,”New York”

This article explains how to import data from Microsoft Excel and contains the following sections:

  • To check for duplicate records – Before importing data, to avoid duplication of records, you must verify the duplicate matching
    criteria in the database you are importing in to.
  • To import text delimited records – After checking the duplicate matching criteria, this section explains how to import record
    information.

Note: Before importing data we recommend that you take a backup of your database. For further information about this, please refer to Ask Sage Article 14516. To back up and restore your database.

To check for duplicate records

1. Within the destination database, open the Tools menu, choose Preferences then click Duplicate Checking.

The Duplicate Checking window appears.

Note: Users with browse access do not have access to this option. You must log in to ACT! by Sage as a user with at least standard access.

2. Complete the Duplicate Checking window as follows

 

3.      To save your settings and return to the ACT! by Sage desktop, click OK then click OK.

The ACT! by Sage desktop appears.

You have now set the duplicate matching criteria.

To import text delimited records

Note: Before importing data, we recommend that you take a backup of your database.

1. Within the destination database, open the File menu, choose Import then click Next.

Tip: If required, to stop the Welcome to the Import Wizard window from appearing in future, select the Check to hide in the future check box then click Next.

The Specify Source window appears.

2. Complete the Specify Source window as follows:

 

 

3. To continue, click Next.

The Specify record type window appears.

4. Select the type of record you want to import then click Next.

The Specify Import Options window appears.

5. Complete the Specify Import Options window as follows:

6. To continue, click Next.

The Predefined Map Files window appears.

7. Select the required option then click Next.

Depending on which option you chose in the Predefined Map Files window, the Contact Map, Group Map, or Company Map window appears.

8.      The Map from this field column represents the source files that are being imported. In the To this field column, choose the required destination box name.
Tip: If the Source column does not list all entries, to advance to the next record in the source file, click the chevron button. You may need to click the chevron button several times to find a record from the source file that gives you complete mapping information.

9. To change the mapping, click the required To this field box, choose the required name then when complete, click Next.

Note: If a field is not mapped in this column, any data in the source field is not imported into the ACT! database. You can only select a To this field box once. Selecting it again removes the first selection.

The Group Map window appears.

10. When mapping is complete, to continue, click Next.

The Specify Merge Options window appears.

11. Complete the Specify Merge Options window as follows:

 

12. To continue, click Next

The Completing Import Wizard window appears.

13. To begin the import process, click Finish.

Note: To avoid data corruption, you must not interrupt the import. The amount of time required for an import to complete is dependent on the following:

  • The amount of data being imported.
  • The speed of the PC performing the import.
  • The available network bandwidth if accessing a database stored on a network drive.

A progress indicator appears as the file is imported, when complete the Sage 50 ACT! desktop appears.

You have now imported data from Microsoft Excel.

 For further advice or technical queries

Please contact us on:

01603 516350

enquiry@mintmis.com

www.mintMIS.com

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