Building Comma-Separated Files

Many software programs are able to "read" (better known as import) information if the values are separated by commas. This is known as a Comma-Separated Values (CSV) file. Building one of these files by type in each one of the values followed by a comma can be daunting task even for an accomplished typist.
Here are a few suggestions for building a CSV file so you can import the information into NolaPro.

Building the File from a Different Software Package

If your software has this feature, export or extract the information into a comma-separated file format. Many times this option is not available, so if you can copy the information into a spreadsheet program, such as Microsoft Excel®, this will allow you to easily build the file.

Working with the Information before Importing

To easily work with the data before you import, it is recommended to view and edit the data in a spreadsheet program, such as Microsoft Excel®. Follow the recommendations below to easily proofread your data before importing into NolaPro.

  1. Open the CSV file in the spreadsheet program or copy and paste the information into a blank spreadsheet.

  2. Enter Headings in the first row of the spreadsheet immediately above the first row of data. Insert a header row at the top (if not already there), making sure all requested fields have a heading if the field is empty. An example would be an import for the Chart of Accounts. See the Ledger -> Setup-Ledger -> Import Accounts screen for more information.

  3. If you have unusual characters in your data such as end-of-record characters or other hidden characters, you can do the following to easily "clean up" the information.

    1. In a blank column to the right of the last colum, insert the following formula on the second row, =clean(B2)&"'" (assuming column B is the data with the characters that need removed)

    2. Copy this formula down the entire list of entries.

    3. Highlight all the entries in the new column and select Edit -> Copy (or Ctrl-C in a Windows environment.

    4. Highlight all of the entries in the column referenced in the formula (column B in this example). Select Edit -> Paste Special -> Values.

    5. Delete the column to the far right you created.

  4. Remove Quote Marks From Within Text Fields

  5. Monetary Columns Should Not Contain Monetary Symbol or commas in thousands positions.

You can also do a Find and Replace in most spreadsheet programs to eliminate troublesome characters such as quotes within a text field.

  1. Save the file as a CSV file format (File -> Save As, changing the file Type to CSV). This file should now be ready to bring into NolaPro.