TRASER for Windows ~ QuickBooks. Link Reference

Transcription

1 TRASER for Windows ~ Link Reference February 2009

2 TRA-SER for Windows ~ Link Reference Introduction Trade Service of Australia provides a powerful, easy-to-use electrical database known as TRASER for Windows. There are over 60,000 items that are maintained by Trade Service of Australia. These items have now been made available for your use in. This document provides information about transferring items from TRASER for Windows to. It has been prepared as an information supplement to work hand in hand with the User Guides in both of these software packages. Trade Service of Australia Pty Ltd Page 1

3 TRA-SER for Windows ~ Link Reference Basic Concepts To transfer items into you simply export them from TRASER for Windows to a file, and then import them into. TRA-SER for Windows Exported File Matching Fields The details stored for each item in TRASER for Windows are different to those details stored in. It is therefore necessary to match these details to best suit the way you use. The following table summarizes the fields that may be transferred from TRASER for Windows to. TRASER for Windows Catalog Number or User Code Description or User Description Standard Trade Price or Any pricing column Description or User Description Standard Trade Price or Any pricing column Item Name / Number Description on Purchase Transactions Cost Price Description on Sales Transactions Sales Price Other item details may be set up in the TRASER for Windows Options screen. These include: The Type of Invoice Item Whether the Item is Taxable Cost of Goods Sold Account Income Account Inventory Asset Account Trade Service of Australia Pty Ltd Page 2

4 TRA-SER for Windows ~ Link Reference How to Transfer Items to Now that you have the basic concepts of transferring items from TRASER for Windows to, you ll learn how to carry out this operation. In this section you will learn how to: Set up the TRASER for Windows to export. Export a selected list of items to an export file. Import the file into. Step1 Setting Up TRASER for Windows The first step is to set up TRASER for Windows to export to. 1. Start TRASER for Windows. 2. Once TRASER for Windows has been started, choose the Maintain / Options menu. 3. The Options screen is displayed with the Export Tab selected. Enter the name of the file to be used when exporting data. Select as the Export Format. Type the filename to be used for the exported data. Set the Export format to. Trade Service of Australia Pty Ltd Page 3

5 TRA-SER for Windows ~ Link Reference 4. When you have completed these changes, choose the Properties button to display specific export properties. The Export Properties screen is displayed. Select the type of items for Quickbooks. Select the data to be transferred to the Item Name / Number The properties for exports have been divided onto four tabs. 5. The first tab is General information. Select the type of the items for Quickbooks. All items will be transferred as the same type. The types available are Inventory Part or Non-Inventory Part. Select the data to be transferred to the Item Name / Number field. You may use the Catalog Number or the User Code. Note: If you select the User Code for Item Name / Number then some special handling takes place. Many items in TRASER for Windows may not have a User Code. In these cases the Catalog Number is used to fill the gaps in the exported data. Trade Service of Australia Pty Ltd Page 4

6 TRA-SER for Windows ~ Link Reference 6. The second tab on the Export Properties screen is Purchase information. Select the data to be transferred to the Description on Purchase Transactions. Select the price to be used for Cost Price. Enter your account number for Cost of Goods Sold. Select the data to be transferred to the Description on Purchase Transactions field. Select the price column to be used as the Cost Price. You may select [none] if you want no cost price to be transferred. Enter your account for tracking cost of goods sold. Note: The account numbers used in this manual are examples only. You will need to refer to your Chart of Accounts in for all your own account numbers. 7. The third tab on the Export Properties screen is Sales information. Select the data to be transferred to the Description on Sales Transactions Select the price to be used for the Sales Price. Enter your account number for income. Check this box if these items are taxable. Select the description data to be used on sales transactions in. Trade Service of Australia Pty Ltd Page 5

7 TRA-SER for Windows ~ Link Reference Select the price column to be used as the Sales Price. You may select [none] if you want no sales price to be transferred. Enter the income account for tracking sales. Remember to refer to your Chart of Accounts in. Check the taxable box if these items are taxable in. 8. The fourth tab on the Export Properties screen is Inventory information. Enter your inventory asset account number. Enter your inventory asset account number. Refer to your Chart of Accounts in for your own account numbers. 9. When all tabs have been completed press the OK button. All export settings will be saved for future use. You will be returned to the Options screen. 10. Press OK to save the settings on the Options screen. You have now successfully set up the export options to perform a export. Trade Service of Australia Pty Ltd Page 6

8 TRA-SER for Windows ~ Link Reference Step2 Export a List of Items You are now ready to export some items to an export file. 1. Create a list of items in TRASER for Windows that you wish to export. You may wish to call this list Items.? If you are unsure how to create a list of selected items, please refer to the TRASER for Windows Users Guide. Note: It is recommended that you save this list in TRASER for Windows for later use. After an update has been run you will use this list to update the prices in. 2. Click on your list button at the bottom of the TRASER for Windows main screen. This will display your list of items. 3. Choose the File / Export menu. Trade Service of Australia Pty Ltd Page 7

9 TRA-SER for Windows ~ Link Reference 4. The Export screen is displayed with the current export settings. Include the path when entering the export filename Select as the export format. You may modify any of the settings on this screen or on the Export Properties screen as explained previously. Note: Remember that the directory for the export file must already exist or an error message will be displayed. 5. Press the Export button to start the export process. 6. If the file already exists you will be prompted to overwrite the file. Ensure that the filename is correct. Press the OK button to overwrite the existing file. You may be shown a progress bar if there are a large number of items being exported. The items in your list have now been exported to the file that you specified in the Export Filename setting. You must remember the location and name of your file for use in. Trade Service of Australia Pty Ltd Page 8

10 TRA-SER for Windows ~ Link Reference Step3 Import Your File Into Now that you have exported your items from TRASER for Windows into an export file, you are now ready to import that file into. It is highly recommended that you practice on a sample data file before transferring items into your live data. Note: It is also recommended that you backup your data files before importing items into your live data. Consult your documentation on how to perform a backup. 1. Start. 2. Once has been started, choose the File / Import menu. Trade Service of Australia Pty Ltd Page 9

11 TRA-SER for Windows ~ Link Reference 3. The Open dialog box is displayed. You will need to locate the file in the directory to which it was saved. You may need to change this to All Files (*.*) Locate your exported file and press the OK button. You may need to change the List files of type: to include All Files. 4. Once the import is complete you will receive a completed message. 5. Press the OK button. You have successfully transferred items from TRASER for Windows to. Trade Service of Australia Pty Ltd Page 10

12 TRA-SER for Windows ~ Link Reference How to Update Items in Once you have transferred some items into you may later wish to update their prices. This would typically occur after you have run a TRASER for Windows update. Use the list in TRASER for Windows from the previous section. Simply follow the same procedure as was outlined there. Note: It should be noted that the matching in is performed on the item number. Be sure that none of your items share the same item number or unpredictable results may occur. Limitations has a limit on the length of the item number field. This limit is 13 characters. If an item in TRASER for Windows has a catalog number longer than 13 characters then will use the first 13 characters. This may lead to duplicate item numbers and unpredictable results. If you need to transfer items that do have catalog numbers longer than 13 characters then you will need to follow this procedure. 1. Enter your own User Code for these items in TRASER for Windows. 2. On the Export Properties screen in TRASER for Windows, set the Item No to User Code. Select User Code to be the field used for Item Name/ Number in 3. Follow the transfer process as outlined previously. Trade Service of Australia Pty Ltd Page 11

13 TRA-SER for Windows ~ Link Reference Trade Service of Australia If you require assistance with transferring items from TRASER for Windows to please contact Trade Service Customer Support. Trade Service Customer Support am to 4pm Monday to Friday Trade Service of Australia Pty Ltd Page 12