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taken from the Accounting Made Easy e-book








EXPORT DATA
EXPORT DEBTORS TO A LOTUS SPREADSHEET FILE
  
The Debtors records or data are saved in a Lotus123 file when the data is exported in the Tools - Export menu option on the Debtors tab. Once the data for debtors 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 Lotus123 file to analyse and sort this data for your specific requirements or to Import Debtors.

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 debtor 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 Debtor's Account. Name of the Contact person for a debtors account. Postal Address - 3 lines. Postal Code Delivery Address - 3 lines. Delivery address code.postal code. Rows. Rows 2 to the end - the data for each debtor 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. Telephone number 1. Telephone number 2. E-mail address. Exported Debtors in Lotus

The data fields exported from your debtor records is exported in columns, and the data, which you have entered in the Edit - Accounts - Debtor menu option is displayed in rows (from row 2 onwards). Each debtor 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 debtors. The horizontal scroll bar is located at the bottom of the spreadsheet file and is used to view more data fields for debtors.

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

General Information tab:

Statements tab:

Accounting Information tab:

The detail for the columns is as follows:

Column Field Debtor 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 Statements Alpha-numerical
I Delivery Address 2 Statements Alpha-numerical
J Delivery Address 3 Statements Alpha-numerical
K Delivery Code Statements Alpha-numerical
L Phone 1 General Information Alpha-numerical
M Phone 2 General Information Alpha-numerical
N E-mail General Information Alpha-numerical
O Fax number General Information Alpha-numerical
P Credit Limit Accounting Information Amount
Q Charge Amount Accounting Information Amount
R Discount Accounting Information Percentage
S Monthly Interest on overdue accounts Accounting Information Percentage
T Open Item Account Accounting Information True = Yes

False = No
U Account Disabled Accounting Information True = Disabled

False = Not Disabled
V Statement Message Statements Alpha-numerical
W Default Selling Price Accounting Information Alpha-numerical
X Last Activity   Date
Y Tax Reference Accounting Information Alpha-numerical
Z Debtor Group 1 Accounting Information Alpha-numerical
AA Debtor Group 2 Accounting Information Alpha-numerical
AB Salesperson General Information Alpha-numerical

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