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taken from the Accounting Made Easy e-book








EXPORT DATA
EXPORT CREDITORS TO A LOTUS SPREADSHEET FILE
  
The Creditors records or data are saved in a Lotus 123 file when the data is exported in the Tools - Export menu option on the Creditors tab and the Lotus File Type is selected. Once the data for creditors have been saved to a file, you may access the file by locating it in the specific location and file name where you have saved this file on your system. You may use this Lotus 123 file to analyse and sort this data for your specific requirements or to Import Creditors.

To access the Lotus 123 file:

 Locate the file on your system. You may use the Windows Explorer .

Double-click on the icon with the name you have saved the specific data for the exported creditor file. The selected file will be displayed.

Title bar - program name. Title bar - name of the saved exported file. Restore button - click to restore the program to the size in which the progam was displayed. Close button - click to close or exit the program. Minimise button - click to minimise the program. Menu bar - click to access the menu options in the program. Minimise button - click to minimise the active spreadsheet. Restore button - click to restore the spreadsheet to the size in which the progam was displayed. Close button - click to close or exit the active spreadsheet. Program name and icon. New - click to open a new spreadsheet. Open - click to open an existing spreadsheet. Save - click to save the data or your changes in this speadsheet. Print - click to print this spreadsheet or the selected cells. Cut - removes the contents of the selected cells and places it on the Clipboard. Copy - places the contents of the selected cells on the Clipboard. Paste - places the contents from the Clipboard into the selected cells of the active spreadsheet. Undo - click to undo a last or previous action. Change sheet properties. Select range or graphic object. Copy a range's styles to other ranges. Size columns to fit. Sum values above or to the left. Select several objects Create a chart. Create a map. Create a query table. Create a new version of the selected range. Create a script button. Create a text block. Draw an ellipse or circle. Draw a forward-pointing arrow. Name Box - displays the column and row of cells Formula bar - displays the contents or a formula for seelcted cells. Columns Scroll bar Row 1 - Headings for the exported data fields. Account Number or Code. Name or Description of the Creditor's Account. Name of the Contact person for a creditors account. Postal Address - 3 lines. Postal Code Delivery Address - 3 lines. Fax number. Rows coords=0,127,39,144 Rows 2 to the end - the data for each creditor account. Universal SmartIcons set Change range properties. Range SmartIcons set. Print Preview Worksheet Sheet number or name. Previous spreadsheet or next spreadsheet. Create a new spreadsheet. E-mail address. Telephone number 2. Telephone number 1. Exported Creditors in Lotus

The data fields exported from your creditor records is exported in columns, and the data, which you have entered in the Edit - Accounts - Creditor menu option is displayed in rows (from row 2 onwards). Each creditor account data is listed in its own row. Row 1 is used for the headings of the TurboCASH data fields.

The vertical scroll bar is located on the right-hand side of the spreadsheet file and is used to view more data for creditors. The horizontal scroll bar is located at the bottom of the spreadsheet file and is used to view more data fields for creditors.

The data fields on the screens in TurboCASH and the columns in which the data is displayed in the Lotus 123 spreadsheet is as follows:

General Information tab:

Remittance tab:

Accounting Information tab:

The detail for the columns is as follows:

Column Field Creditor Account - Tabs Values
A Account number General Information Alpha-numerical
B Name General Information Alpha-numerical
C Contact Person General Information Alpha-numerical
D Address 1 General Information Alpha-numerical
E Address 2 General Information Alpha-numerical
F Address 3 General Information Alpha-numerical
G Postal Code General Information Alpha-numerical
H Delivery Address 1 Remittance Alpha-numerical
I Delivery Address 2 Remittance Alpha-numerical
J Delivery Address 3 Remittance Alpha-numerical
K Phone 1 General Information Alpha-numerical
L Phone 2 General Information Alpha-numerical
M E-mail General Information Alpha-numerical
N Fax number General Information Alpha-numerical
O Credit Limit Accounting Information Amount
P Charge Amount Accounting Information Amount
Q Discount  

  

R Open Item Account Accounting Information True = Yes

False = No
S Remittance Message Remittance Alpha-numerical
T Default Selling Price  

  

U Last Activity  

 Date
V Tax Reference Accounting Information Alpha-numerical
W Creditor Group 1 Accounting Information Alpha-numerical
X Creditor Group 2 Accounting Information Alpha-numerical

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