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EXPORT DATA
EXPORT DOCUMENTS TO A LOTUS SPREADSHEET FILE
  
The Stock Items records or data are saved in a Lotus 123 file when the data is exported in the Tools - Export menu option on the Document tab and the Lotus 123 Type is selected. Once the data for Documents 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 Documents. If Documents are exported, two files are created, i.e.
  1. Header File - contains the information generated, selected and entered on the Document Entry Header screen. This information includes an unique ID number created for each document, document type (Invoice, Credit Note, Purchase, Goods Returned document, Quotes and Orders), as well as the Total amount of the Document Inclusive of VAT, the VAT amount and the status of the document (printed and posted or not), etc.

  2. Lines File - contains information regarding the transactions and comments selected and entered on the Document Entry Details screen.
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 Documents 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 program 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 program 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 spreadsheet. 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 selected cells. Columns. Scroll bar Row 1 - Headings for the exported data fields. 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. TurboCASH generates an unique number for each document created. Document Type - Invoice=10, Credit Note=11, Purchase=12, Goods Returned=13, Quotes=14 and Orders=15. Document date. Transaction date. Printed=True and Unprinted=False. Posted=True and Unposted=False. Exclusive mode=True and Inclusive mode=False. Invoice Discount amount. Rows Rows 2 to the end - the data for each document. Document number. The Reference number as entered on the Document header file. Document total amount (Inclusive of VAT). Tax amount. Tax account ID. Exported Document Header in Lotus

The data fields exported from document records is exported in columns, and the data, which were entered or selected in the Input - Documents menu option is displayed in rows (from row 2 onwards). The data for each document created 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 documents. The horizontal scroll bar is located at the bottom of the spreadsheet file and is used to view more data fields for documents.

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:



Col. Field Details Value
A WDocID TurboCASH generates a unique Document identification number for each document created. Numeric
B WTypeID Invoice=10

Credit Note=11

Purchase=12

Goods Returned=13

Quotes=14

Orders=15		 Numeric
C DDate Date when document is created. Date
D DAllocatedDate Allocated Date. Date
E SDocNo Document number generated by TurboCASH Alpha-numeric
F SReference Reference as entered in the The Reference field. Alpha-numeric
G BPrinted Printed=True or Unprinted=False True/False
H BPosted Posted=True or Unposted=False True/False
I BExclusive Exclusive=True or Inclusive=False mode. True/False
J FInvoiceDiscount Full Invoice Discount amount Amount
K FDocAmount Full Document amount Amount
L FTaxAmount Full Tax amount Amount
M WAccountID Account ID for Debtors / Creditors accounts Numeric
N WPaymentTypeID Payment Type ID  
O WPaymentGroupID Payment Group ID  
P BRepeating Repeating Invoice True
Q SAccountCode Debtor account or Creditor account number. Alpha-numeric
R WAccountTypeID Account Type ID - 1=Debtor and 2=Creditor 1 or 2
S SPost1 Postal Address line 1 Alpha-numeric
T SPost2 Postal Address line 2 Alpha-numeric
U SPost3 Postal Address line 3 Alpha-numeric
V SPostCode Postal Address Postal Code Alpha-numeric
W SMsg 1 Message line 1 Alpha-numeric
X SMsg 2 Message line 2 Alpha-numeric
Y SMsg 3 Message line 3 Alpha-numeric
Z SSalesperson Selected for Invoices, Credit Notes and Quotes only. Alpha-numeric
AA SDel1 Delivery Address line 1 Alpha-numeric
AB SDel2 Delivery Address line 2 Alpha-numeric
AC SDel3 Delivery Address line 3 Alpha-numeric
AD SDelCode Delivery Address Postal Code Alpha-numeric
AE SGroup1 Document Group 1 Alpha-numeric
AF SGroup2 Document Group 2 Alpha-numeric
AG SCurrency Currency Alpha-numeric
AH SUserName User Name if users were created. Alpha-numeric
To access the Lotus 123 Lines 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 Documents 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 program 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 program 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 spreadsheet. 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 range 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. Worksheet Name Box - displays the column and row of cells Formula bar - displays the contents or a formula for selected cells. Columns. Scroll bar Row 1 - Headings for the exported data fields. Rows 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. TurboCASH generates an unique number for each document created. Line or Row Type - Transaction line = 90 and a Comment line=91. Document line - a numeric value to indicate the line or row number of a transaction or comment in a document. Stock ID - numeric number generated by TurboCASH for each Stock Item in the Stock Item code file. Selling Price (excluding VAT). For Purchases and Goods Returned documents it is the Cost Price (excluding VAT). The amount of Discount for the Stock Item. Tax ID - the unique number for the Output and Input Tax codes or accounts. Selling Price (including VAT). For Purchases and Goods Returned documents it is the Cost Price (including VAT). Rows Rows 2 to the end - the data for each transaction. Quantity entered in the Order field. Quantity entered in the Shipped field. Total Selling Price (excluding VAT). For Purchases and Goods Returned documents it is the Cost Price (excluding VAT). VAT amount. Stock item de4scription. Tax code. Exported Document Lines in Lotus

The data fields exported from document records is exported in columns, and the data, which were entered or selected in the Input - Documents menu option is displayed in rows (from row 2 onwards). The data for each document created 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 documents. The horizontal scroll bar is located at the bottom of the spreadsheet file and is used to view more data fields for documents.

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:



Col. Field Details Value
A WDocID TurboCASH generates a unique Document identification number for each document created. Numeric
B WLineTypeID Transaction=90

Comment=91		 Numeric
C WLineID Line number for each transaction in documents. Numeric
D WStockID Numeric ID created by TurboCASH for each Stock Item in the Stock Item code file. Numeric
E FQtyOrder Quantity entered in the Order column. Alpha-numeric
F FQtyShipped Quantity entered in the Shipped column. Alpha-numeric
G FSellingPrice Selected or edited selling price Amount
H FItemDiscount Amount of Discount for the transaction / line. Amount
I WTaxID VAT or Tax account ID number. Numeric
J FInclusiveAmt Invoice Discount amount Amount
K FExclusiveAmt Full Document amount Amount
L FTaxAmount Full Tax amount Amount
M SDescription Stock Item description or name. Alpha-numeric
N SAccountCode Tax account code Alpha-numeric
O SStockCode Stock Item code Alpha-numeric

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