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Sage Accpac ERP or Accpac (Advantage Series)

Accounting Index

What ACCPAC files are needed:

If you are importing divisional information then the ACCPAC files have the following file extensions.

• *.dap
• *.dfe
• *.eap

Working Papers supports the following components of the ACCPAC Advantage series (all components use the same version numbers):

• Enterprise Edition
• Discovery Edition
• Corporate Edition
• Small Business Edition.

ACCPAC (Advantage Series) supports two different SQL versions:

1. Pervasive SQL (also known as Btrieve). All data files have extension DAT.

   Note: If you are importing from ACCPAC for Windows 4.1B or higher Pervasive SQL version, you need to follow special preparation instructions. Special note about Pervasive SQL and Windows XP.

2. Microsoft SQL. All data files have extensions REC.

   Note: When importing from the Microsoft SQL version of ACCPAC, please refer to instructions on how to export the files from ACCPAC.

Before importing:

You will be able to import from ACCPAC only when Working Papers detects that ODBC engine and driver has been installed on your computer. If you do not have the ODBC engine and driver, they can be obtained from the CaseWare website: http://www.caseware.com/downloads/wp-downloads/odbcupd.exe.

Ensure that the account structures in ACCPAC contain unique sequences of account segments and different total lengths. When the structures are incorrectly defined, Working Papers cannot import the division number correctly.

For example, Structure 1 in ACCPAC identifies the account number and the division number; Structure 2 identifies the account number and the division number also. With these two similar structures, Working Papers is unable to differentiate between the two and cannot import the division number correctly.

To change the structures, open the ACCPAC Account Structure Configuration window.

Note that in order for the import to work correctly, you must run Working Papers as an administrator if you are working on Windows Vista or Windows 7.

To import into Working Papers:

1. From the File menu, select Import, and then Accounting Software.
2. In the Import From drop-down, select Sage Accpac ERP or Accpac (Advantage Series).
3. In the Version drop-down, select the version that you want to import.
4. In the Import Path field, type or select the exact path where the file resides. Use the Browse button to locate the file manually.
5. Under Import Components, choose to import either the Trial Balance or the full General Ledger Detail. The Chart of Accounts is automatically imported.
6. Select the Import Client Information check box to import engagement properties such as name, address, and contact information from the import file.
7. Select the appropriate version of SQL: Pervasive or MS (Microsoft).

8. To import period balances into the Working Papers file, select the Period Balances check box. The program imports period balances based on the period types designated in the original file. If the period type does not exist in the client file, for example, if importing quarterly balances into a client file that does not have quarterly balances set, Working Papers automatically updates the client file for the new balance type.

   When importing the data, Working Papers sets the period date sequence to "R" (random) if the period dates in the data file are not properly aligned as yearly, semi-annually, 4-monthly, quarterly, bi-monthly, monthly or 4-weekly.

   Imported period balances affect the Working Trial Balance only.

   Note: The kind of data that can be added to the file (transactions or period balances) is set in the Engagement Properties Period Balances Tab.

9. To import prior year data into the Working Papers file, select the Prior Year Data check box.
10. To import budget data into the Working Papers file, select the Budget Data check box. Select the budget set, by entering a number (1 to 5) in the Budget set field.
11. If importing a year other than the current year, type the year into the 4-digit year (default current) field.

12. Select the Invert acct. numbers check box to reverse the account numbers. Note the following:

    • ACCPAC account numbers are usually combinations of segments

      For example, 5000-10-20, where 5000 is the account number, 10 the division number and 20 the region number.

    • When the check box is selected, the imported account number will be reversed;

      For example, 2010-5000, (The hyphen between 10 and 20 is removed).

      Also, if an account has no division/region number, it will be padded with leading zeros;

      For example, 0000-2000

    • If the check box is not selected, the account numbers are imported as is.
13. If you choose to invert the account numbers but do not want the account numbers without division numbers to be padded with zeros, select the Do not pad department/division numbers check box.

14. If the file being imported is a consolidated file but the abbreviated entity in the source file does not match the entity abbreviation in the Working Papers consolidatedfile, select the Use department/division to build entity check box.

    You can create a divisional (entity) profile, which is a broad set of rules that define how the divisions and accounts are assigned to each entity and includes entity information on either the entire consolidation tree or a branch of the tree.

    For a divisional (entity) profile import, Working Papers uses the abbreviated entity information in the source file to define the entity assignment for the account. When an account is imported into an entity - or a new entity is created – the abbreviated entity from the ASCII file is embedded as part of the account number, to indicate that the account is assigned to the proper entity.

    An Entity Profile Setup screen appears. Refer to the topic Entity Profile Setup for more information.

    Notes

    The option to use department/division numbers during an import has limitations:

    • None of the individual components of the account number (acno, division, region, country) can be more than 6 character in length.

    • The total length of the division part must be less than or equal to 6 characters, as this is the maximum database field length for division allowed in Working Papers.

    • The length of individual components, other than the account number, must be unique, lengths in the example are 3, 2 & 1, since the import can only identify them by using their length in the ACCPAC file.

    • If you are importing divisional information then the ACCPAC files have the following file extensions: *.dap, *.dfe, *.eap.
      
      If any of these criteria are NOT met, the division number option cannot be used during an import.

15. If you are importing prior year figures and you want to reverse the closing entries, select the Reverse closing entries (if use prior year/s GL import) check box.
16. Click OK to process the import.

Notes

• When importing recurring GL entries dated in any year other than the current one set for the import, the date for the recurring entry sets at the same period as the original entry – but the year is changed to the current one. For example, if importing an entry with the date 15/06/95, the entry date will be changed to 15/06/03 when the year to be imported is set to 2003. The original date is indicated in the journal description. This change ensures the period balances for each account in Working Papers are the same as those as in ACCPAC.
• The ACCPAC account number (acno) is hierarchical, for example aaa-bbb-ccc, with the last group ccc at the top level (bottom to top). When the importing division box is not checked, the ACCPAC account number is imported without change into Working Papers. When the use division box is checked, the ACCPAC account number acno-bb-ccc is flipped to cccbb-acno with cccbb as the division and acno as account number to follow Working Papers convention Div-acno. The result is the hierarchical structure is preserved although the order is reversed (top to bottom).
• If importing a file with adjusting entries in period outside the range set for the client file, such as entries in periods 13 or 14 into a client file, which contains only 12 periods, the entries will be assigned to period 12.

Related Topic

• Importing again and comparing the imports.