Import Files to SWORD

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Chart of Accounts

Contacts File


Inventory Items


The above files may be IMPORTED from a CSV or EXCEL file type.


User Tip: Export the SWORD files using the Export SWORD Files option to create a template file to be re-imported with your data.




Caution: Importing Files Requires EXCLUSIVE USE!


Step 1: Source File Options




1.Navigate to a comma-separated file to import.

2.Optionally, you can view the file for verification purposes.

3.If COMMAS are used inside FIELDS then your data should have been prepared for DOUBLE QUOTATION MARKS.

4.Select how you wish to format fields with dates.

Skip first record > Check this box if you wish to import only your data and not your header labels.

5. Maximum records to import may be set to a small number for testing your import. A ZERO will import ALL records.

End of record is a Carriage Return > some databases require additional symbols to force a new line. You may need to experiment with this check box to verify that only a Carriage Return is needed.

6. Field Separator > Alternately, the file may be delimited with a TAB, SEMICOLON or PIPE symbol. You may need to experiment with another delimiter if a COMMA is not giving you the most desirable results.

Convert OEM to ANSI characters. (Use if your imported data might contain accented characters)


Click on the [Next Step button] to open the Step 2. Map Source Fields TAB.




1.Press the [FIRST button] to read in the 1st Record.

2.Click on a field in the left list (your SOURCE file) and "drag" it across to the matching field in the right hand list (SWORD fields).

3.Use the mouse "Double-click"  in the right hand list (SWORD fields) to "unlink" the match.

4.Use the mouse "Right-Click" to enter a static value for the SWORD field. For example, the COMPANYID field must always contain the number 1.

5.The matching of fields may be saved as a "Map Structure." Once you have matched your fields to the SWORD fields then click on the [Save button].

6.The Column labeled No. in the Source file (Left-side panel) and Existing File Field (Right-side panel) indicates which column in the Source file shall be placed into the Existing field.

7.Use the [Retrieve button] to use a previously saved Map Structure.

8.Click on the [Start button] to begin the IMPORT.