BusinessWorks

General Ledger Accounts and Contacts can be imported from export files created by Sage BusinessWorks™ software. Sage BusinessWorks™ is the trademark for copyright software belonging to Sage Software, Inc©.

Article Contents:

• Export GL Account Information from BusinessWorks (version 12)
• Export Customer Information from BusinessWorks
• Export Employee Information from BusinessWorks
• Export Vendor Information from BusinessWorks
• Import Data from the BusinessWorks Files

Export GL Account Information from BusinessWorks (version 12)

• Start BusinessWorks and log into the client to export data from.
• Click on the General Ledger button.
• Click Transfer from the menu at the top of the screen.
• Click Export Account Info.
  
• Type in an Outline ID.
• Type in a Description.
• Select which accounts will be exported (Include all accounts is recommended).
• Select the following Exportable items:
  • Account number 
  • Description 
  • Account type
    
• Click Save on the Toolbar at the bottom of the screen.
• Click the Export button.
• Enter the file name "Accounts" and select the data format as TSV.
• Set the Drives and Directories to a path that can be read by PBM .
• Click OK.
  

If you don't need to export the Customer information, skip to:

Export Employee Information from BusinessWorks or
Export Vendor Information from BusinessWorks or
Import Data from the BusinessWorks Files.

Export Customer Information from BusinessWorks

• Start BusinessWorks and log into the client to export data from.
• Click on the Accounts Receivable button.
• Click Transfer from the menu at the top of the screen.
• Click Export Customer Information.
  
• Type in an Outline ID.
• Type in a Description.
• In the Type of information box, select Customer (recommended) or leave unselected and enter a range in the From and To fields.
• Leave No past due criteria in the Past due criteria box.
• Select Include all customers.
• Select the items to export from the list of Exportable items below. Customer ID and Customer Name must be selected. The others are optional.
  • Customer ID
  • Customer Name
  • Address line 1
  • Address line 2
  • City and State
  • Zip code
  • Telephone number
  • Contact Name
  • Fax number
  • E-mail address
    
• Click Save on the Toolbar at the bottom of the screen.
• Click the Export button.
• Enter the file name "Customer" and select the data format as TSV.
• Set the Drives and Directories to a path that can be read by FCA™.
• Click OK.
  

If Employee information will not be exported, skip to:

Export Vendor Information from BusinessWorks or
Import Data from the BusinessWorks Files.

Export Employee Information from BusinessWorks

• Start BusinessWorks and log into the client to export data from.
• Click on the Payroll button.
• Click Transfer from the menu at the top of the screen.
• Click Export Employee Info.
• Type in an Outline ID.
• Type a Description.
• Select Include All Employees (recommended) or leave unselected and enter a range.
• Select the items to export from the list of Exportable items below. Employee ID and Employee Name must be selected. The others are optional.
  • Employee ID
  • Employee name
  • Address line 1
  • Address line 2
  • City and State
  • ZIP code
  • Social Security number
  • Taxable state
  • Hire date
  • Last review
  • Termination date
  • Department
  • Pay type
• Pay rate Note⁠—Versions of FCA or PBM™ that do not have Payroll Check Writing will not use many of the fields listed; however, they can be selected anyway. If the payroll module is added later, the information will already be in place.
• Click Save on the Toolbar at the bottom of the screen.
• Click the Export button.
• Enter the file name "Employees" and select the data format as TSV.
• Set the Drives and Directories to a path that can be read by PBM.
• Click OK.

If Vendor information will not be exported, skip to:

Import Data from the BusinessWorks Files.

Export Vendor Information from BusinessWorks

The following instructions are similar to the export of customer information. For an idea of what the screens will look like, see Export Customer Information from BusinessWorks.

• Start BusinessWorks and log into the client to export data from.
• Click on the Accounts Payable button.
• Click Transfer from the menu at the top of the screen.
• Click Export Vendor Info.
• Type in an Outline ID.
• Type in a Description.
• Select All Vendors (recommended) or leave unselected and enter a range.
• Select the items to export from the list of Exportable items below. Vendor ID and Vendor Name must be selected. The others are optional.
  
  • Vendor ID
  • Vendor Name
  • Address line 1
  • Address line 2
  • City and State
  • Zip code
  • Telephone number
  • Contact Name
  • Federal ID
  • Fax number
  • E-mail address
• Click Save on the Toolbar at the bottom of the screen.
• Click the Export button.
• Enter the file name "Vendor" and select the data format as TSV.
• Set the Drives and Directories to a path that can be read by FCA.
• Click OK.

Import Data from the BusinessWorks Files

• Open Full Contact Accounting.
• Select the company.
• Select File>Imports>BusinessWorks.
• Select the export file.
• Select the desired record types to import.
• Enter the number of digits of the account numbers in FCA.
• Set the action to be taken when duplicate records are found. See the explanation of import rules in the section below.
• Click OK.

Note: A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will appear when the process is complete. DO NOT end the task or interrupt the import.

Import Rules

General Ledger Accounts

If there are already GL Accounts in the FCA file that have the same Lookup (Account Number) as an account being imported, the Lookup of the imported account will be changed by adding the BusinessWorks Classification to the account Lookup in FCA to identify it. Both accounts will exist in the FCA file.

• Account Lookup will be truncated to 16 characters.
• The account Name will be truncated to 32 characters.
• The account Description will be truncated to 32 characters.

Matching Record Rules for Vendors and Employees

When contact records are imported from BusinessWorks, the Vendor number and Employee ID from BusinessWorks are compared to the Lookup in FCA. If a match is found, the action taken will depend upon the selection that was made in the BusinessWorks Properties dialog. Following are the selections and what they mean:

• None⁠—When a match is found, the record in the BusinessWorks file is ignored.
• Update—When a match is found, only blank fields in FCA are updated with data from the BusinessWorks record.
• Replace—When a match is found, the record in FCA is totally replaced with the record in the BusinessWorks file, including blank fields.

Edit Imported Records

GL Accounts

• Select Setup>Accounts.
• Make sure that the information in the Lookup field clearly identifies, to the user, the type of transactions that will be posted to the account. Professional bookkeepers will understand "106" but a business person will better understand "106 Accts. Rec."
• Review the Classification for each account. See Accounts for detailed instructions.
• Select the proper Type for all accounts from the drop-down list in the Type field, as this field does not exist in BusinessWorks. If Accounts Payable is not set as the Type on the A/P accounts, the Activities>Enter Payable Invoices screen may not be used.
  Note: During the import of the Accounts file, all Current Asset accounts with the word "Bank" in the account description are set to Checking Type; all Current Asset accounts with the words "Accounts Receivable" are set to Accounts Receivable Type; and all Current Liability accounts with the words "Accounts Payable" are set
  to Accounts Payable Type.
• See Accounts for information about editing the accounts.

Vendors and Employees

• Select Setup>Contacts>Company Contacts.
• Review and edit, where necessary, all fields on the Contact and Vendor tabs. See Company Contacts for detailed instructions.