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Importing Bookkeeping From Successware

Overview

This tutorial will give you the steps to export your invoices from Successware and then import them into StudioCloud. Due to the fact that successware does not provide a way to export the bookkeeping in computer readable format a different method had to be used to get the information out of Successware into StudioCloud.

Limitations

The pdf exported from successware does not contain the successware categories and, as such, those can not be imported into StudioCloud.

How to Export The Bookkeeping from Successware

  1. Open Successware
  2. Go to the Success Tracking
  3. Under Financial go to the file menu option "Modify Accounts"
  4. Select the desired account to export under the Account option.
  5. Click on the Print button followed by the "Print" option
  6. Select the "All Transactions" option followed by the OK button.
    1. Save the printable file as a pdf (Refer to the links below for info on how to do this) 
      1. How to save a printed file to a pdf on Mac
        1. On Mac all you need to do is click the Save as pdf button when printing.
      2. How to save a printed file to a pdf on Windows
        1. Note: On windows there is not a built in way to save to pdf. As such you need to download a third party software solution to do that. There are multiple software solutions regarding how to save a printed file to a pdf. If you already have a solution please ignore this one.
        2. Go to the following website. http://sourceforge.net/projects/pdfcreator/
        3. Click the Download Button (Note: this is a free solution. You should never have to pay anything to use this method)
          1. Note: when you install this add-on it asks you if you want to install other extra software as well. Feel free to decline the extra software.
        4. Download and install the software
        5. When printing make sure to select the PDFCreator printer
  7. Do the above steps for each account that you want to import into StudioCloud

How to Import The Bookkeeping CSV file from Successware into StudioCloud

Note: StudioCloud does not provide support for the import process below unless you pay for Studiocloud to import the data for you. The following blog post explains why. http://blog.studiocloud.com/2015/02/importing-data-into-studiocloud.html

  1. Convert the bookkeeping PDF file to a csv file
    1. How to Convert A PDF File to a CSV file on Windows
      1. Note: In order to import the bookkeeping into StudioCloud the pdf has to first be converted to a csv file. The following option is a paid software that does include a 15 day free trial. 
      2. Go to the following website: http://www.a-pdf.com/to-excel/index.htm
      3. Click the download button
      4. Download and install the software
      5. Follow the instructions in the video tutorial on how to convert the pdf file to a csv file
    2. How to Convert A PDF File to a CSV file on Mac
      1. StudioCloud does not have a recommend software solution to convert a pdf to a csv file on Mac. However, if you google "how to convert a pdf file to csv on mac" without the quotes then it does show quite a few options. We suggest you try one that offers a free trial.
  2. Import the csv file into StudioCloud
    1. Open and login to StudioCloud
    2. Go to the Bookkeeping Component
    3. Go to the Accounts Component under the Accounts tab
    4. If the account already exists the select it by clicking the box in the first column of the table. If the account does not exist then click the "New Account" button in the bottom right to create it and then select it.
    5. Go to Import Options and click the "Imported From File Into Selected Account" option.
    6. In the Import Bookkeeping window click on Import Options and then Click on the "Import from CSV (Comma Separated) File" option
    7. Select the csv file
    8. Change the columns to the following
      1. Change the Column 2 from Check Number to be blank
      2. Change the Column 3 from Notes to Check Number
      3. Change the Column 4 from Debit to Notes
      4. Change the Column 5 from Credit to Debit/Credit
      5. Change the Column 6 Debit/Credit to be Blank
    9. If the above columns do not match change the columns to the following
      1. Change the Column 2 to Payee
      2. Change the Column 3 to Notes
      3. Change the Column 4 to Notes
      4. Change the Column 5 Blank
      5. Change the Column 6 Blank
      6. Change the Column 7 Blank
      7. Change the Column 8 to Debit/Credit
      8. Change the Column 9 Blank
    10. Click the Save button