To import data from Relate Accounts Production (RAP) to Surf Accounts Production you must have a valid dataset backup from RAP, a .rdb file. If you are unsure of how to backup a dataset from within RAP please click here. When the backup has been created you will be able to proceed to importing it to Surf Accounts Production.

• Importing from Relate Accounts Production (RAP)
• Importing from Sage Accounts Production (SAP)

To view the different procedures, click the links below:

Importing from Relate Accounts Production (RAP)

You import an .rdb file from RAP. Surf Accounts Production allows you to import datasets in two ways which are described below.

Importing Dataset for an Existing Client

1. On the Clients and Accounts page, click the icon to expand the appropriate client row.
2. Click the Import Dataset icon.
3. On the Information Message window, click Import to proceed.
4. Click Choose File and select the required dataset (.rdb file) from the location it is saved.
5. Read the Confirmation Message carefully and if you wish to continue to import, click Continue.
6. On the import page, click Import.

The financial years and organisation types of the client and that in the dataset must match If the client and dataset codes and name do not match, Surf AP will still import the .rdb file for the client in Surf AP

1. On the Confirmation window, tick the datatypes you want to import or, to import the full dataset, tick Full Dataset Import and click Import.
2. On the Information Message window, read the message carefully and if you are okay, click Import to proceed.
3. The dataset is imported successfully.

Creating a Client by Importing a Dataset

1. Log in to Surf AP. The Clients and Accounts page appears.
2. On the Clients and Accounts page, click Import > Relate Accounts Production.
3. As per the message at the top of the import screen, Surf Accounts Production only allows for the import of one dataset per client, it is vital that you choose the most up to date dataset to import. Click Choose File, browse to the location of the RAP backup, the .rdb file, or drag and drop the file to the centre of the page.
4. To import the file, click Import. If the client code already exists on Surf AP, you will be required to change the client code.
5. Amend the client code in the Client Code box, as shown below and click Import to proceed. The next few steps are optional and indicated accordingly.
6. Optional. If you also access Surf Accounts, our cloud-hosted accounting software with the same credentials as Surf AP, you may link the business you will be creating on Surf AP with a business on Surf Accounts. To link, click Link.Else, to just import, click Import.
7. Optional. On the Select Surf Accounts Business window, click the required business and click Next.
8. To import, on the Confirmation window, click Import.
9. On the Confirmation window, tick one or more dataset types to import or, to import the full dataset, tick Full Dataset Import and click Import.
10. If the dataset is a bookkeeping dataset you will be asked to confirm that you want to import this data and use a bookkeeping licence.
11. When all of the information messages have cleared the dataset will begin to import to Surf Accounts Production.
12. The import routine brings in all current year journals, 5 years worth of comparative figures which will be populated to the ‘Comparatives’ module, all transactional bookkeeping data, customer, suppliers etc. The routine also imports every selection which has been made in the compliance database and any information which has been added, additional to the default information provided.
13. When the import has completed a notification will appear on screen.
14. You will be asked to confirm which staff members will have access to this business, tick the staff members as required and select ‘Save’.
15. When the import has completed the dataset will open on Trial Balance screen.

    When you link, the business in Surf Accounts is also updated by the dataset you import to Surf Accounts Production If you just import, the business on Surf Accounts will not be linked or updated

Importing from Sage Accounts Production (SAP)

You import an .ads file from SAP.

1. Log in to Surf AP. The Clients and Accounts page appears.
2. On the Clients and Accounts page, click Import > Sage Accounts Production.
3. The import page appears. Read the message carefully and then click Choose File and select .ads file or drag and drop the .ads file on the page.
4. The file is uploaded. To import the file, click Import.

Importing and updating a business on Surf Accounts

Complete the following steps:

Create a Business on Surf Accounts

1. Log in to Surf Accounts as an accountant and create a business. Note that the login credentials must be the same as that in Surf Accounts Production.

Verify the Business and Data on Surf Accounts Production

Log in to Surf Accounts Production with the same credentials and verify the business is available.

Now, you can link the business on both Surf Accounts Production and Surf Accounts and then import dataset or just import the dataset from RAP.

Suggested Additional Topic

• Unconverted Code

Link the Business and Import Dataset

1. On the Clients and Accounts page, click Import > Relate Accounts Production.
2. On the page, click Choose File and select the appropriate .rdb file from the local disk.

The currencies and financial years in the business and dataset must match.