Utilities for Managing Categories
Note: Not yet publically released. For developers use only.
These utilities will be added in Build 038 and apply to non read-only databases. Open the Set and Maintain > Categories section and select the “Categories Utilities” link from the bottom toolbar.
The following window will open allowing access to three separate utilities.
The underlying Categories summary is masked against change. However you can change the display by means of the Income & Expenses tabs. You can also scroll the display – however all other changes are blocked until you close the Categories Utility window.
Utility 1: Export the Current Category Structure
Allows you to export all your categories for subsequent import into this or another database.
The export file is in XML format and is automatically stored within the “Category Setup Files” sub-folder within your current Budgets GetReal folder. Files are generated with the reserved name format “CategoryExport_YYYYMMDDHHMMSS” where YYYYMMDDHHMMSS represents the time in years,months,days,hours,minutes & seconds.
Export files are signed against modification – you cannot manually create a file in a text editor and successfully import it to Budgets GetReal. All categories, for export, must be created within the Budgets GetReal program.
You can export the category structure in one of two modes.
All category details
Exports all category details visible in the categories summary. Exports all budget settings & recovers BizCodes if enabled. Useful for users wishing to setup a second database using the same structure.
Headers & Categories only
The purpose is for Accountants & general where the budget details are not really set i.e. the user decides based on their personal preferences. BizCodes are recovered if enabled.
For each of these modes you can choose to Exclude Inactive categories. This only effects categories and not headers. Headers are always 100% exported (even if no categories exist within them).
If BizCodes are enabled the export file includes a “<BusinessCodes>” block & the defaultCodes are included (where specified) to match this definition.
Utility 2: Import Categories from a Configuration file
Allows you to import a file exported using Utility 1. This could be a file you have exported, a file prepared for you by your Accountant or standard files provided with Budgets GetReal.
Two modes of import are possible:
“Replace structure” mode
This option is only available where there are no existing categorised transactions within your database. This option will not be available if:
You have imported or manually entered and categorised any transactions. Importing, but not categorising, transactions is OK.
You have entered any budget rules
You have entered any Wallet transactions or Journals (via Search Transactions screen)
“Add to structure” mode
This option simply adds all missing Headers and Categories.
Import makes no distinction regarding inactive categories – any inactive categories in the configuration file will be imported and marked inactive. To exclude these from import choose the correct export option.
On selecting to “Update” you will be asked to select a configuration file. If new categories are to be added you will be presented with a confirmation showing the structure to be added or to replace the existing.
Effect of multiple imports
There is no restriction on importing multiple different configuration files adding these to form a composite. In doing this there are some constraints.
1. Headers are always added. Header names are always unique – if a header exists it is not added.
2. Category names must be unique irrespective of what header they appear within. This could cause an issue where you wanted to form a composite chart from several files each having the category “Business income” under a different header.
In this case the category will be renamed on import if a duplicate exists under another header. You will then have names “Business income”, “Business income[1]“, “Business income[2]” etc.. which you should manually rename on completion.
Accountants using these utiliies to prepare multiple category templates for their clients should be aware of these limitations and test accordingly.
Import and update of BizCodes
The import and update of BizCode data included in the configuration file is determined by whether or not these are enabled for the database.
If BizCodes are enabled then the default code is set for each category defined in the configuration file PROVIDED there that code is validly defined and maintained by the Business Pack extension. This protects against a different code system being imported from that which is currently defined.
If BizCodes are not enabled the appropriate database fields do not exist. You need to Activate BizCodes for this to occur. As part of this activation process you can choose to import a Categories Configuration file that will not only define all BizCodes but will also update the categories in the database to match those within the file. See Business Pack extension for further details.
Utility 3: Delete inactive Categories without transactions
Is really an extension of the single category delete facility available through the category summary.
For this utility acceptable categories are defined as being inactive and having no categorised imported or manually entered transactions or any budget related rules and transactions(past or future) i.e. there can be no reference to the category within the database.
Note that this is significantly more restrictive than the criteria for inactivating a category – you can inactivate a category with old actual & budget transaction provided it does not have any budget rules that will influence future events.
On selecting to “Delete” the following confirmation will present showing all categories to be deleted and those categories that cannot be deleted because some form of transaction exists.
Importing several configuration files
It is possible that you may wish to import and append the content of several Configuration files. If you are looking to recover the default business code data we suggest you use the following.
This advice applies only if you have not yet activated Business codes:
1. Use the Categories Utility to import the main configuration file. You may choose to replace the existing category structure.
2. Open the Business extension and activate business codes. Select the “Use category configuration” option and select the same configuration file. This will create all your business codes and apply the category defaults to all categories previously entered.
3. Then you can use Categories Utility to append further categories. The default codes will be automatically applied even if duplicate names are created.
4. Finally you may wish to rename duplicates created in the import process.
If you had imported all the configurations before activating business codes, only the categories associated with that configuration would be updated.
