Accountants Enterprise only
Use this routine to read data from other MYOB applications, for example, Investment Register System, into a practice letter. The following ASCII file can be generated in Investment Register however, it may also be generated by other third party products within your practice. The ASCII file must have a specific format otherwise it cannot be imported. Once the import routine is complete, the ASCII file may be deleted.
Format of the ASCII File
The format of the file is structured as follows:
the contact code.
then EITHER the group letter C meaning contact or E meaning employee.
you may enter data in a maximum number of nineteen data fields. Each data field may contain up to eighty (80) alpha characters. All of the above fields must be separated by a vertical bar [|].
For example, the file may be designed as follows:
ALLGPRO|C|Broken Hill Proprietary Limited|28,000 C class|$120,000|$58,000
WHALCAT|C|Broken Hill Proprietary Limited|20,000 B class|$100,000|$38,000
Defining Your Practice Letter
Before the ASCII file can be imported, create a practice letter which is designed to receive the ASCII file. The data fields which you defined in the ASCII file are represented by accumulators #31-#50 within the practice letter. For example, in the ASCII file described above, #31 would read the words Broken Hill Proprietary Limited.
The practice letter must contain the corresponding accumulators that were defined in the ASCII file. When you choose to import the ASCII file, this letter must be nominated in the Use Layout field of the Letter Writing Options window.
Importing an ASCII File
When you select the ASCII file import button, the File field is highlighted, prompting you to nominate the ASCII file you wish to import. Press [Tab] twice to focus at the File field and enter the file name.
The Output Device window displays. Select an output device to continue; the letter then prints to the selected output device.
The usual letter writing features are also available. An example of an ASCII file import letter follows:
^#01 * user defined address lines from within Central Database
Dear ^D190, * name salutation
Your shares for ^#31 have realised a value of ^#32 resulting in a capital gain of ^#33. This amount should be included in this year's tax return.
^D491 * practice name
^D492 * address
^D493 * address line 2
^D496 * ACN number
The accumulators #31, #32 and #33 are defined from the ASCII file for each name. In the above example, letters will print for the names with codes ALLGPRO and WHALCAT.