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Data

  • Updated

The Data settings allow you to set up the following.

Imports

The import data feature allows you to import various kinds of data such as contacts, budget, invoices etc in the CSV format. You need to import the data in a template Surf Accounts provides. The CSV template contains various columns that you are required to enter in the correct format. You must enter the mandatory columns before importing. The feature saves the effort required to manually set up data on Surf Accounts. The links below gives the steps to import data. Click the required link.

Accessing the Import Data Section

To access the import data section, complete the following steps.

1. Log in and click the required business.

2. The Customers page appears. On the left panel, click Settings.

3. The Settings page appears. Under the DATA heading, click Imports.

4. The Data Import page appears. Now select the appropriate data import option.

Contacts - Customer/Supplier/Prospects/Business & Personal Contacts

1. Access the data import page and click Contacts - Customer/Supplier/Prospects/Business & Personal Contacts.

2. On the Data Import page, click Next.

3. The Data Import page appears. You can do either of the following actions:

    • Upload the template comprising the contacts' details

OR

      • Download the template by clicking Template; enter the contact details in the template and then upload the template.

In the CSV file you need to import, the mandatory fields are Code, Contact Type, Forename and Surname.

1. To import, click Import.

2. The contact data are successfully imported. You may verify by going to the contact type page.

Product List

1. Access the data import page and click Product List.

2. On the Data Import page, click Next.

    1. The Data Import page appears. You can do either of the following actions:
        • Upload the template comprising the product list details
      OR
      • Download the template by clicking Template; enter the product details in the template and then upload the template.

In the CSV file you need to import, the mandatory fields are Code, Description, SalesPrice, SalesVATCODE, SalesNominalCode, PurchasePrice, PurchaseVATCODE PurchaseNominalCode ProductCategory.
    1. To import, click Import.
    2. The product list is successfully imported.

Detailed Customer Invoices and Credit Notes

1. Access the data import page and click Detailed Customer Invoices and Credit Notes.

2. On the Data Import page, click Next.

3. The Data Import page appears. You can do either of the following actions:

    • Upload the template comprising the invoice and credit note details

OR

      • Download the template by clicking Template; enter the invoice and credit note details in the template and then upload the template.

In the CSV file you need to import, the mandatory fields are TransactionType, InvoiceNumber, TransDate, PONumber, Productcode, ContactCode.
    1. To import, click Import.
    2. The sales invoices and credit notes details are successfully imported.

Customer and Non Customer Receipts

1. Access the data import page and click Customer and Non Customer Receipts.

2. On the Data Import page, click Next.

3. The Data Import page appears. You can do either of the following actions:

    • Upload the template comprising the receipt details

OR

      • Download the template by clicking Template; enter the receipt details in the template and then upload the template.

In the CSV file you need to import, the mandatory fields are ReceiptNumber, TransDate, Payer, ContactCode.
    1. To import, click Import.
    2. The receipt details are successfully imported.

Summary Supplier Invoices and Credit Notes

1. Access the data import page and click Summary Supplier Invoices and Credit Notes.

2. On the Data Import page, click Next.

3. The Data Import page appears. You can do either of the following actions:

    • Upload the template comprising the receipt details

OR

      • Download the template by clicking Template; enter the invoice and credit note details in the template and then upload the template.

In the CSV file you need to import, the mandatory fields are TransactionType, InvoiceNumber, TransDate, ClientCode, VATCode .
    1. To import, click Import.
    2. The invoice and credit notes' details are successfully imported.

Journals

To import Journals, complete the following steps.

1. On the Data Import page, tick Journals and click Next.

2. The Data Import > Journals page appears. If you have already downloaded the template, enter the details as per the table below. Else, click Template to download the template and enter the details. The template name is JournalFormat.csv.

FIELD DESCRIPTION
Date* Journal date.
Ref Unique journal reference number.
Type* Enter Journal.
Note Supporting notes.
Code* Enter nominal codes for both debit and credit entries.
Item Line Enter appropriate value.
Debit* Enter debit amount.
Credit* Enter credit amount.
* indicates mandatory inputs.

3. On the Data Import > Journals page, click Choose File and select the template from your local disk.

4. Click Import.

5. The Journals page displays the journal you just added.

Monthly Budget Import

1. Access the data import page and click Monthly Budget Import.

2. On the Data Import page, click Next.

3. The Data Import page appears. You can do either of the following actions:

    • Upload the template comprising the budget data

OR

    • Download the template by clicking Template; enter the budget data in the template and then upload the template.
    • Select the period
    • Select the divisions and subdivisions, if applicable, to allocate the budget to.
      FIELD DESCRIPTION
      Current Period The details uploaded would be for the current financial year.
      Future Period The details uploaded would be for the upcoming financial year.

In the CSV file you need to import, the mandatory fields are Code and at least one period .

Selecting a Period ( Current or Future) is mandatory.

4. To import, click Import.

5. The invoice and credit notes' details are successfully imported.

Stock Adjustments

1. Access the data import page and click Stock Adjustments.

2. On the Data Import page, click Next.

3. The Data Import page appears. You can do either of the following actions:

    • Upload the template comprising the stock adjustments data

OR

      • Download the template by clicking Template; enter the stock adjustments data in the template and then upload the template.

In the CSV file you need to import, the mandatory fields are AdjustmentDate, ProductCode, AdjustmentType, Quantity .

4. To import, click Import.

5. The stock adjustments details are successfully imported.

Summary Customer Invoices and Credit Notes

1. Access the data import page and click Summary Customer Invoices and Credit Notes.

2. On the Data Import page, click Next.

3. The Data Import page appears. You can do either of the following actions:

    • Upload the template comprising the customer invoices and credit notes data

OR

      • Download the template by clicking Template; enter the customer invoices and credit notes data in the template and then upload the template.

In the CSV file you need to import, the mandatory fields are TransactionType InvoiceNumber TransDate ClientCode VATCode .

4. To import, click Import.

5. The customer invoices and credit notes data details are successfully imported.

Detailed Supplier Invoices and Credit Notes

1. Access the data import page and click Detailed Supplier Invoices and Credit Notes.

2. On the Data Import page, click Next.

3. The Data Import page appears. You can do either of the following actions:

    • Upload the template comprising the detailed supplier invoices and credit notes data

OR

      • Download the template by clicking Template; enter the detailed supplier invoices and credit notes data in the template and then upload the template.

4. To import, click Import.

5. The customer invoices and credit notes data details are successfully imported.

Supplier and Non Supplier Payments

1. Access the data import page and click Supplier and Non Supplier Payments.

2. On the Data Import page, click Next.

3. The Data Import page appears. You can do either of the following actions:

    • Upload the template comprising the Supplier and Non Supplier Payments data.

OR

      • Download the template by clicking Template; enter the Supplier and Non Supplier Payments data in the template and then upload the template.

4. To import, click Import.

5. The customer invoices and credit notes data details are successfully imported.

Single Line Journals

To import the Single Line Journals, complete the following steps.

1. Access the data import page and click Single Line Journals.

2. On the Data Import page, click Next.

3. The Data Import page appears. You can do either of the following actions:

    • Upload the template comprising the Single Line Journals data.

OR

  • Download the template by clicking Template; enter the Single Line Journals data in the template and then upload the template.

4. To import, click Import.

5. The Single Line Journal details are successfully imported.

Yearly Budget Import

When you import the yearly budgetary figures, you can allocate annual budget to multiple divisions and subdivisions at one go. You can enter multiple divisions and subdivisions in the import template.

1. Access the data import page and click Yearly Budget Import.

2. On the Data Import page, click Next.

3. The Data Import page appears. You can do either of the following actions:

    • Upload the template comprising the Yearly Budget data.

OR

    • Download the template by clicking Template; enter the Yearly Budget data in the template and then upload the template. Note that you can enter multiple nominal codes and allocate budgetary figures to multiple divisions and subdivisions in the template.
    • Select the period.
  •  
    • FIELD DESCRIPTION
      Current Period The details uploaded would be for the current financial year.
      Future Period The details uploaded would be for the upcoming financial year.

In the CSV file you need to import, the mandatory fields are Code and YTD .

Selecting a Period ( Current or Future) is mandatory.

4. To import, click Import.

5. The yearly budget details are successfully imported.

You can download the template and enter multiple budgetary figures for multiple divisions and subdivisions.

Exports

You can export all contacts, activities, opportunities, and, transactions from or for your business using the Data Export option by completing the steps:

1. On the left panel, click Settings.sa1.png

2. The Settings page appears. Under the DATA heading, click Exports.sa2.png

3. Click OK on the pop-up that appears.sa3.png

4. The data is exported in Excel format.

Year End

Use the year-end to close the current accounting period and move to the next. To complete the year-end process, complete the steps.

1. On the left panel, click Settings.

sa4.png

2. The Settings page appears. Under the DATA heading, click Year End.

sa5.png

3. The Year End window appears. Read the messages carefully. Note that the process is irreversible and you should run it only when you are sure you have no changes to make in the current financial year. If you are happy with the outcome, tick I acknowledge the above information and understand this operation cannot be reversed.sa6.png

5. Enter the RUN YEAR END, as shown and optionally, tick Copy this year's Budget figures to next year to move the current financial year budget to the next.SA7.png

5. Click OK.SA8.png

6. The Confirmation Message window appears. To proceed, click OK. SA9.png

7. The Information Message window confirms the year-end completion.SA10.png

Nominal Only Recalculation

The new Nominal only Recalculation feature that has been introduced allows you to re-calculate the current year nominal balances only. It however does not take into consideration the comparative years' or the customer and supplier ledgers. To re-calculate the current year's nominal balances, complete the steps.

1. On the left panel, click Settings.sa11.png

2. The Settings page appears. Under the DATA heading, click Nominal Only Recalculation.sa12.png

3. A pop- up message is displayed that states; " This Re-calculation routine will recalculate the current year nominal balances ONLY. It will NOT recalculate the comparative year or the customers and suppliers ledgers". Click OK to continue.sa13.png

4. Once the calculation is completed, the below validation message is shown. sa15.png

5. If there are no nominal validation for the selected business, the below message is shown.sa14.png

 

 

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