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XML Import & Export Guide

It is an external program that allows you to import and export master files and transactions to SQL Account in XML format.

Download

Click here to download the import/export utility program.

Video Guide​

info

For more details & updates, please click here.

Export​

  1. Log on to the company from which you want to export data. (Make sure to have only a single instance of SQL Account open.)

  2. Launch SQL Financial Accounting Text & XML Import Module V5

    export

    1. Click on Fast XML Export on the toolbar
    2. Check the Date option
    3. Select the Date Period
    4. Click Change
    5. Click Export > Select the location where you want to export > Enter the Export File Name > Press Save > Export the Data
    6. Done

    export-success

Import​

Import Sequence​

The import sequence must always be followed to ensure data integrity:

  1. Master Data (Import first)
  2. Transactions (Import after master data; the system will process automatically)
Avoid Duplicate Stock Movements

  • Importing both Sales DO and Sales IV will cause double stock deduction

  • Importing both Purchase GRN and Purchase IV will cause double stock addition

Examples​

Master Data (Import first):

  • Maintain Customer, Supplier, Stock Item, Stock Group
  • Maintain Agent, Area, Project, Currency
  • And more...

Transactions (Import after master data):

  • Sales documents (DN, IV, DO, SO, QT, CN)
  • Cash Sales, Customer IV/DN/Payment/CN/Refund
  • Customer Contra, Supplier Contra, GL Official Receipt
  • And more...

Import Steps​

  1. Click Tools > Fast XML Import.

    import

    1. Click the Folder Icon button to select the ZIP file containing the XML file.
    2. Select the document type to import.
    3. Click the Verify button to check for conflicts.
    4. Any errors or conflicts will be displayed here.
    5. In this section, you can change the option to either Import or Replace.
    6. Click the Import button.
    Import vs Replace
    DescriptionProperties
    ImportInsert new record into SQL Account
    ReplaceEdit and update existing record
    Action ButtonAllow user to update the action in batch

Common Issues and Solutions​

Replacing Existing Transactions​

If a transaction already exists in the target database, you can choose to replace it by following these steps:

import-duplicate

  1. Click Verify
  2. To select a range of transactions: Click the first transaction, hold Shift, and click the last transaction. To select specific individual transactions: Hold Ctrl and click each desired transaction.
  3. Click the dropdown arrow beside Action > Select Replace. The Action column will now show Replace.
  4. Click the Import button

Error: Invalid Callee​

Solution:

  1. Open SQL Account and log on to the old database
  2. Click Tools > Options > General > Register
  3. Exit SQL Account and log on again
  4. Retry your import/export

Error: Field Currency Rate​

This error occurs when replacing an invoice (IV) that has already been knocked off. You will need to resolve this manually.

Error: Attempt to Import EX 15 Failed​

If you encounter this error message: Access violation at address 0043B65F in module 'Import.exe'. Read of address 0000000.

Solution: Check if you have any DIY Fields in the source database and ensure the destination database has the same DIY Fields configured.

FAQ​

Why the SO or PH Deposit is not Imported even the XML had the information?​

It because the D_DocNo field can't set. User had to export the OR/PV from Customer Payment/Supplier Payment

Why AR_PM, AR_CN, AP_SP & AP_SC can't don't had the Replace Action?​

It due to

  • Gain Loss
  • Refund knock off can't be replace
  • GST-03 Item 12 Net Gain in Forex

Why after upgrade SQL Acc Version 742 & above when import GL_PV, GL_OR & GL_JE prompt Access Violation​

It due to from Version 742 & above the Detail field TAXREF is change to GSTNO;

I had 2 or more database/Company to import but how can I avoid import wrong zip file?​

  • Using Version 5.6.0.21 you can add in the zip file with Profile.txt with content "CompanyName";"Remark"; eg "Testing Company";"2017"; in the Profile.txt
  • This function unavailable for Fast XML Import function.
  • Remember to set to 1 in Tools | Options | CheckProfile
  • This function is only Alert user if not match & user still can by ignore the Alert & continue import

In my zip file consist of xml file which filename had follow the requirement but why still empty when Get file?​

Make sure the xml file Attributes for the following setting is selected (Right Click | Properties | General | Advanced...)

  • File is ready for archiving
  • Allow this file to have contents indexed in addition to file properties

Do the XML import Description3 support multi line?​

Yes but you need to adjust the Field SUBTYPE from Binary to Text

Original

...
<FIELD attrname="DESCRIPTION3" fieldtype="bin.hex" SUBTYPE="Binary" WIDTH="8"/>
...

Original

...
<FIELD attrname="DESCRIPTION3" fieldtype="bin.hex" SUBTYPE="Text"/>
...

And Data input as below

...
      <sdsDocDetail>
        <ROWsdsDocDetail DTLKEY="-1" DOCKEY="-1" SEQ="1" ITEMCODE="1000679600" LOCATION="----" BATCH="" PROJECT="----" DESCRIPTION="Batch for Diamond" DESCRIPTION3="Line 1
#Line 2
Line 3" QTY="3.0000" UOM="CON" RATE="1.0000" SQTY="3.0000" SUOMQTY="0.0000" UNITPRICE="7.90000000" DELIVERYDATE="20190425" DISC="" TAX="" TARIFF="" TAXAMT="0.00" LOCALTAXAMT="0.00" TAXINCLUSIVE="0" AMOUNT="1747.52" LOCALAMOUNT="1747.52" TAXABLEAMT="1747.52" ACCOUNT="500-000" PRINTABLE="T" TRANSFERABLE="T" INITIALPURCHASECOST="0.00" CHANGED="F">
...

Result

Line 1
#Line 2
Line 3