How to…set up MultiTAS Finance

So, you’ve bought MultiTAS Finance and now… well, now you want to get started. But there’s a problem – all of your business records and transactions are still on your ‘old’ system. What you really want to know is how to import transactions from another business system to TASBooks. Well, here’s what you need to know.

The first time you run MultiTAS, it will do an enhancement of your data. It does this for a couple of reasons. It needs to get some of the MultiTAS data files up and running and it also needs to check the validity of your data. Think of it as a check. When it checks your data, MultiTAS will be looking for any issues that may cause a problem (either right away or in two years’ time). Some of the situations the check is looking for include (but are not limited to):

  • Missing customer records i.e. customers you’ve sold to but whose code no longer exists in your customer list
  • Missing supplier records
  • Missing product codes or those incorrectly configured e.g. invalid chart of accounts in the nominal section

The length of time it takes depends on the amount of data you have. The larger the amount of data, the longer it will take.  If you know (or think) you have a large amount of data, now might be a good time to think about putting the kettle on…  But before you run this enhancement, you will need to ensure a TAS backup is taken and make sure that no-one is logged in.

Once the enhancement has run, MultiTAS will open. So far, so good, but don’t get excited just yet. There are two configuration jobs to do. Both of these jobs are in settings so open Settings – program 0.1.1 – and expand the Paths group of settings.

MultiTAS needs to be told what import file format you are going to choose. Now would probably be a good time to have a look at here and here and see the different options. You should choose the transaction type you are going to be importing (most commonly Sales Ledger Transactions). Select the file format you are using from the dropdown (most commonly TRANS.CSV)

Next, tell MultiTAS where the file is stored. Do this by setting the path to your Import file. You may need to check what this is with your vendor.

If you are using the MTADIF.DAT file format you are done.

If you are using TRANS.CSV then there is one more step. You need to tie the VAT rates in your other system to the TASBooks ones. Do this by expanding the Journal Import group of settings. You should see your TAS VAT rates with a text field next to them. Put the text/number that corresponds to each rate in your other system (you may need to ask the vendor what these are). Commonly, “T1” is used for the standard VAT rate, “T0” for a zero rate. So in the text fields you would enter T1 and T0 respectively.

Click Save to save these settings.

And there you have it. You’re done. Finished. Complete. Ready to go.