Import/Export Data

Importing Data

If you have customer data or product/ inventory data entered in another file format or from another program, instead of having to key in the data one at a time in Ezy Call Manager, you can import the entire list over. Ezy Call Manager allows you to import your customers, inventory or stock list over.

Supported File Formats

Ezy Call Manager supports importing data from the following file formats : Text file (tab or comma delimited, txt, csv), MS Excel (XLS), MS Access Database (MDB), XML, Paradox (db), DBase (dbf), Outlook Express Address Book (WAB) and others. If a format you need is not supported, or if you have problems importing, you should use your own program to try to export your list to a comma or tab delimited text file first then perform the import.

Procedure

1. As a precaution, back up your database before performing the import.
2. If you haven't already done so, open the database that you wish to import to.
3. Click Database | Import | followed by the option you want to import to.

This starts the Import Wizard .

Import Wizard

Below are some tips about the wizard pages. Not every page is available to you as it depends on the file format of your souce. Source refers to your own file that your importing from while destination refers to the destination database in Ezy Call Manager that your importing to.

• File Format Page : Select the type of format that you want to import from.
• File Name Page : Here you specify the file that you want to import from (source).
• Text Settings Page : For text files only, here you specify the character that indicate a new field or column. You also need to indicate the character that indicates a new row in your souce file.
• Data Formats Page : Here you can specify the First Row and Last Row options. For example if your source file use the first row to display the column headings, you may want to start the import from the row 2 . If you don't want to import all rows then enter a value for the last row. Leaving the last row blank imports all rows from the source. If applicable also indicate settings for the date and currency formats in your souce file.
• File Preview Page : Here, the wizard displays 20 rows from your source data. Check that the columns and rows are separated correctly. If not, click the [Back] button to correct the settings on the "Text Settings Page" . If the data is separated correctly into rows and columns, click arrow at the field headers to Map it to the correct field in the destination columns in Ezy Call Manager. You only need to map the necessary column and leave out the columns that are not relevant.
• Mappings Page : Here, you should check that the mappings done in the "File Preview Page" are done correctly. Mapping is the process of telling Ezy Call Manager which fields/ columns in your source file correspond with the fields/ columns in the destination database in Ezy Call Manager. You do NOT need to specify a Key column if your just adding or appending the records from your souce file to the destination in Ezy Call Manager.
• Data Preview Page : On this page, you do a final check on your data before importing. You can also specify conditions if you do not want to Import or load all records from the source file. You can specify conditions you want for loading or importing or you can specify conditions for skipping or excluding from your import. If you need to specify conditions, click the [...] to bring up the "expressions builder" to assist with this.
• Import Mode Page : Your options are "Append" or "Append New". Note that if you use Append New, you MUST specify a Key column or columns under the the Mappings page. You will get an error if you do not go back to specify a key column when using the Append New option. If your using Append New, this means that you want the import wizard to only import if a matching record does not already exist in the destination table. The Key column is the column or columns that you want the wizard to check for matching records.

Exporting Data

You can export your customer, and Product List raw data to other popular formats.

Supported File Formats

InstantInvoice 3 supports exporting data to the following file formats : Text file (tab or comma delimited, txt, csv), MS Excel (XLS), MS Access Database (MDB), XML, Paradox (db), DBase (dbf), Adobe Acrobat (pdf) and others.

Procedure

• If you haven't already done so, open the database that you wish to export from.
• Click Database | Export | followed by the option you want to export from.

This starts the Export Wizard .

Export Wizard

Below are some tips about the wizard pages. Not every page is available to you as it depends on your selected file format of export.

• File Format Page : Here you pick the file format you want to export to.
• Data Origin Page : Indicate if you want column titles to be exported.
• Text Settings Page : Applicable for export to text files only. Indicate the field or column separator character and the row separator for the exported file.
• Data Format Page : If applicable, specify setting for export of date, currency and number formats. Use the defaults if unsure.
• Columns Page : The export wizard displays all available fields or columns for export. Uncheck any columns that you don't need in the export. You can also apply formatting details for each column.
• Header & Footer Page : Here you can specify any text you want displayed at the top and at the bottom of the export data.
• Layout Page : Specify the layout option for the export. The most common being "Columnar"
• File Name : This is the last page. You should provide a file name and path for the exported file. If you want to immediate open the exported file with its associated program, select the "Open for File View" option.