Grab File
To access this facility from invoicing, go into the invoicing area and select from the menu Tools| File. To access this facility from other areas press the button on the relevant window.
Use this utility to import a data file into the CAPITAL system. For example, in the invoicing system it is used to load a set of product codes and quantities into a transaction. This is useful if an external file has been generated using a scanning device and you wish to translate these codes into invoice line items.
File Name
Enter the location and name of the file to import. CAPITAL will remember the last file and location you specified the next time you run this utility.
Delimiter
The delimiter character to use. The default is comma but any character delimiter is acceptable. You may specify a character such as |, ^, # or other ASCII symbols, or enter the ASCII code as a number. Numbers are assumed to refer to ASCII codes, so 9 or 009 is treated as the ASCII character 9 (tab).
Invoicing File Format
The Grab File utility can only import a delimited text file consisting of a product code or equivalent code (such as a barcode) and a quantity. The delimiter character separates the product code from the quantity. Each line must be terminated with a carriage return/line feed sequence. A typical file might look like the following:
ABC3913,5
ZYA-MARKII,1
J3713131-RN55,12
Other File Formats
When importing other types of data you must press the button to specify the file arrangement of the data file you will be importing.
The 'Available Fields' list is the list of fields you may choose to import. The 'Import Fields' list is the list of fields contained in the data file you will be importing. It is important that you list these fields in the correct sequence, matching that of the data file you wish to import.
Press the Left Arrow button to move the selected field from the 'Available Fields' list to the 'Import Fields' list. Press the Right Arrow button to remove a field from the 'Import Fields' list. Press the Fast Forward button to select and move all fields onto the 'Import Fields' list and the Fast Remind button to remove all fields from the 'Import Fields' list.
If
the data file you wish to import does not have the required structure to import it directly into CAPITAL,
it can be useful to rearrange the data first in a spreadsheet application such as Microsoft Excel.
Hints & Tips
ASCII files of fixed rows sizes are also acceptable, however the delimiter character must still be included within each row.
When importing for invoices, the item code is treated as if it had been entered into the invoice directly by a human operator. CAPITAL will attempt to partial match the item code if an exact match does not exist, and also cross-reference the code against bar codes and other fields such as the Alternate if applicable. Consult the topic Extended Transaction Searches for more information on this subject.
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