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XML Import & Export Guide

It is an external program that allows you to import and export master files and transactions to SQL Account in XML format.

Download

Click here to download the import/export utility program.

Video Guide​

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For more details & updates, please click here.

Export​

  1. Log on to the company from which you want to export data. (Make sure to have only a single instance of SQL Account open.)

  2. Launch SQL Financial Accounting Text & XML Import Module V5

    export

    1. Click on Fast XML Export on the toolbar
    2. Check the Date option
    3. Select the Date Period
    4. Click Change
    5. Click Export > Select the location where you want to export > Enter the Export File Name > Press Save > Export the Data
    6. Done

    export-succuess

Import​

Import Sequence​

The import sequence must always be followed to ensure data integrity:

  1. Master Data (Import first)
  2. Transactions (Import after master data; the system will process automatically)
Avoid Duplicate Stock Movements

  • Importing both Sales DO and Sales IV will cause double stock deduction

  • Importing both Purchase GRN and Purchase IV will cause double stock addition

Examples​

Master Data (Import first):

  • Maintain Customer, Supplier, Stock Item, Stock Group
  • Maintain Agent, Area, Project, Currency
  • And more...

Transactions (Import after master data):

  • Sales documents (DN, IV, DO, SO, QT, CN)
  • Cash Sales, Customer IV/DN/Payment/CN/Refund
  • Customer Contra, Supplier Contra, GL Official Receipt
  • And more...

Import Steps​

  1. Click Tools > Fast XML Import.

    import

    1. Click the Folder Icon button to select the ZIP file containing the XML file.
    2. Select the document type to import.
    3. Click the Verify button to check for conflicts.
    4. Any errors or conflicts will be displayed here.
    5. In this section, you can change the option to either Import or Replace.
    6. Click the Import button.
    Import vs Replace
    DescriptionProperties
    ImportInsert new record into SQL Account
    ReplaceEdit and update existing record
    Action ButtonAllow user to update the action in batch

Common Issues and Solutions​

Replacing Existing Transactions​

If a transaction already exists in the target database, you can choose to replace it by following these steps:

import-duplicate

  1. Click Verify
  2. To select a range of transactions: Click the first transaction, hold Shift, and click the last transaction. To select specific individual transactions: Hold Ctrl and click each desired transaction.
  3. Click the dropdown arrow beside Action > Select Replace. The Action column will now show Replace.
  4. Click the Import button

Error: Invalid Callee​

Solution:

  1. Open SQL Account and log on to the old database
  2. Click Tools > Options > General > Register
  3. Exit SQL Account and log on again
  4. Retry your import/export

Error: Field Currency Rate​

This error occurs when replacing an invoice (IV) that has already been knocked off. You will need to resolve this manually.

Error: Attempt to Import EX 15 Failed​

If you encounter this error message: Access violation at address 0043B65F in module 'Import.exe'. Read of address 0000000.

Solution: Check if you have any DIY Fields in the source database and ensure the destination database has the same DIY Fields configured.