Business Solutions:  Export Access File for Import to Peachtree

Complete Accounting

     By James D. Duncan, CPA, MBA     December 2006

I have been working for a company that has a custom system written in Access that computes an amount due to owners of interests in oil and gas wells. They then take the list and key into Peachtree and send the vendors the money. It works and not a lot of checks. Problem is that the number of checks is about to pickup and then will take a lot of time. Thus, be nice to find a fast way to get the information from Access to Peachtree.

I opened up Peachtree and went to help. I was looking for record layout or import for checks. The information is found under “Payment Journal Fields (Import/Export)”. There are 36 fields that need to imported into Peachtree. So that is the number that needs to be exported from Access.

Open up the Access file that has the files you need. Select the query and select the table that has the records you need. You may need to build a query based on several tables. I am just showing the export mechanics here. The data is not complete but this will supply the procedure. See that the data is what you want. The actual file for Peachtree will have 36 columns.



Now click on File, Export, Choose the directory you want the file to be in, name the file, and select Text Files (;txt;csv;tab;asc) for the Save As Type. Then click on the Export button. You will get the export text wizard. The first question is if you want delimited or fixed width. Choose the delimited. The click on Next.



The wizard then lets us choose the delimiter. Leave the comma as the selected delimiter and press the next button. Notice that the wizard shows us what the file will look like.



The final question is where you want you want to name the file. Fill this in or let the default stay. The press the Finish button.



This is all there is to exporting a query. The hard part of this is deciding what fields to export. Then testing the Peachtree side to see if you got what you wanted.


 

James is a member of the CCOKC and an expert in Access and Excel. Click here to reach James