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Static Data

Xero:Static Data Template Training

When we refer to "Static data" we are talking about the Account, Product Items and Contacts etc. Records which don't change much when compared to transaction tables.

Page Contents

PostTrans Toolbar

PostTrans Toolbar

PostTrans Toolbar

Button Functions:

Import - For static data, Customer, Products, etc Import data in row 4 onwards.  Transaction template use row 30 onwards.   See below

Extract -  Extract data from sage for particular type of import static data.  

On a transaction this allows you to populate the sheet with Products, so when using in conjunction with Ignore ZERO qty, allows you to create an Sage Order Pad for quick order taking. Pro

Clear - Clears the header cells and data in rows.   On transaction templates it also copies down any other values and formula expressed in row 27.  See Clear transaction and copy down formula

Cache - View the Xero Cached data. Customise how data is cached

Tags - Gives access to the Tags to define the data mapping between Sage and Excel in columns, or Header fields in a Transaction.  From this window you can add new Tags, or edit the properties of current cell mapping.

Setup - Access to Registration, Sage Company selection and system switches.

Help - Access links to these help pages and prepared examples.

File - Optional - Allows user to import a text file into template. This is hidden unless enabled. Importing a text file

Support - Find answers to common questions or contact us

Static Data Template Layout

The diagram below shows the layout of a Static Data PostTrans template

Static Data Template Layout

Static Data Template Layout

The Tags, or data columns, can be in order as long as the tag in cell A1 remains in position. PostTrans uses this tag to know what data the template relates to. In the above example "xeroContact" defines the template as being for Xero Contact Extract/Amend/Import template.

Static Data Template Layout

Static Data Template Layout

The tag "CuErrorDesc" is required, to enable the PostTrans to report back any errors or warnings when importing data. PostTrans also uses this column to write a CRC number for the row. The CRC number is calculated on the contents of the row, to enable PostTrans to detect changes in the data, and thus only import data which has changed. Deleting this number forces the row to be updated in Sage.

End of File

One Tag in each type of import will be designated as EOF (End of File). PostTrans uses this to detect the end of the import. In the above example, for customers, it will be "CoName" as all Contact records have to have a name and the last record will be the empty one.

Training Videos

The following set of videos give you the essential training needed to fully understand PostTrans for Xero when using Static data templates. The “Essential Training” videos are then supplemented with additional material which may be of use.

Training Static: Essential 1: Intro

 
 
   PostTrans Training Static: Essential 1: Intro
  0:00 Same for all Accounts Packages
  0:10 Toolbar Buttons
  1:00 How to contasct us
  1:20 How to open examples
  2:10 How to select different Company
 
 

Training Static: Essential 2: Structure

 
 
   PostTrans Training Static: Essential 2: Structure
  0:00 Open Example
  1:00 Mappings between Excel and Accounts Package Fields
  1:40 Tags to define mappings
  3:50 How to find information about tags
  4:50 Extract Records
  4:20 How PostTrans detects changes CRC Column
  5:20 Adding a new record
  6:15 Adding more mappings using Tags Button
  7:50 Warning about altering Mappings when data already extracted
  8:50 In Cell Searching
  8:20 Hiding rows/columns using Excel Grouping
 
 

Training Static: Essential 3: How to get help?

 
 
   PostTrans Training Static: Essential 3: How to get help?
  0:00 Comments in cells
  1:00 Tag (Mapping) documentation
  1:30 Online Support
 
 

Training Static: Essential 4: In Cell Searching

 
 
   PostTrans Training Static: Essential 4: In Cell Searching
  0:00 Loads of examples of searching within Cells
  2:30 Turning In Cell Searching off in column
 
 

Training Static: From CSV File

 
 
   PostTrans Training Static: From CSV File
  0:00 Open example sheet
  0:45 Enable File import in Setup
  2:00 Adding and deleting Tags (Mappings)
 
 

Training Static: Auto Filter Data

 
 
   PostTrans Training Static: Auto Filter Data
  0:00 How to apply an AUTO filter