|
Importing Databases |
  
|
|
Importing Databases |
|
This topic describes the ability in e-PayDay® to import data (eg employee's names) from an outside source.
To access the 'Import Utility' window, from the main screen click on the word 'Company' (above the picture button) on the main menu. Click on 'e-Port™' and select 'Import Data'.
The window below will appear
1. Below the phrase "Import File", is the file format field. By default it says 'Text (*.txt, *.prn, *.asc, *.csv, *.tab)'. By clicking on the down arrow at the end of this field, the other option can be selected: 'e-PayDay® Text (*.epd)'.
This latter format was created expressly for importing directly back into another e-PayDay® company. The former (Text) format can also be imported into e-PayDay® but can be used to import from other database applications as well.
Choose the format which is the most applicable.
2. Click on the down arrow at the end of the field below "Select Database Table… "
Of the several databases that exist for each company in e-PayDay®, the only two given as an import option are Employee.mdb and Payroll.mdb. Within each of these databases there are a number of tables, a selection of which, is listed as being available to be included in the import file.
Once a database table is selected the available fields within that table are listed in the 'Available Database Fields' window (left hand side).
3. Of the available database fields, work out which database fields you know are in the import file. Highlight each one then click on the '>>Add>> ' button. This will take the selected items and dump them in the 'Import Field Order… ' window (right hand side). If you wish to import all of the available database fields click on the 'Add All' button, which populates the 'Import Field Order' window with the items from the 'Available Database Fields' window.
Any of the fields in the 'Import Field Order' window can be removed by highlighting the item and then clicking on the '<<Remove>>' button. All items can be removed by clicking on the 'Remove All' button.
Under the Text import format, when adding certain fields to the right hand side window, a warning message may appear. This message will occur when adding any of the fields below
a) Counters - they will be brought across to the right hand side but may have to be removed if there is any doubt they will not be imported. Eg EmpDBID in Employees table
b) OLE Objects - these can not be imported and as such, they will NOT be brought across to the right hand side. Eg EmpPicture in Employees table
c) Any fields whose duplication after importing, will cause an error. Eg EmpCode in Employees table
Explanation: Any field in a database table is classified as being of a certain type. One of those types is 'Counter', which are allocated automatically in the database, and hence cannot be imported. 'OLE Object' is another type and since these cannot be imported into e-PayDay®, they are not allowed to be in the export file.
Under the e-PayDay® import format, Counter as well as OLE Object fields are NOT brought across to the right hand side.
4. Click on the 'Options' box.
This brings up the 'Text Options' box above. It will determine how the figures look in the import file. Make your selection and click on 'OK'. To have an idea of the ramifications of what you have just selected click on the 'Preview Import File'.
NB: If the file to be imported was created using e-PayDay®, then the basic premise of the above 4 steps is to have these settings exactly as they were when the file was created by the e-Port™ Export feature.
5. Click on the 'Browse' button to select the file you wish to import
6. Click on the 'Import' button.
If anything in the import file does not fit the specification mapped out in steps 1 to 4 above, then the import will fail and an error message will appear. If this is the case, then re-assess the import file and change the necessary settings via steps 1 to 4.
7. Click 'Back' to exit the screen