Summary
Resolution
Save time by importing journals from a spreadsheet instead of entering them one by one. Use our template to make sure your spreadsheet contains the correct headings and formats.
What you need to know
To import journals, your spreadsheet must
- Only contain journals for existing ledger accounts. If necessary, create new ledger accounts in your chart of accounts before importing the file
- Use the same column headings and formatting as in the journal template file we provide
- Save it in comma-separated value (CSV) format
Play a video on how to import journal entries:
Download the CSV template file
From Adjustments, Journals, select New Journal and then Import Journals.
Select the CSV template link in the Import Journals window to download a template for importing your data.
Go to the downloads folder on your device to find the file.
Prepare the CSV file
To import journals from a CSV, choose either:
- Compare your existing CSV file to the template file before importing your journals. Make sure the column headings and data formats in your file match the template
- Add your journals to the template file. Keep the column headings, and replace the sample data with your journals in the same format
Tips for formatting the CSV file >
- Move unnecessary columns like analysis types or exchange rates to the end for easier data entry
- Use the following table to check the required format for each column. Ensure your CSV file's header row matches the headings in the Field name column of the table
| Column | Field name | Type | Mandatory | Notes |
| A | Reference | Text | Yes | Numbers, letters, or a mix of both. The limit is 75 characters. |
| B | Date | Number | Yes | Only numbers in day, month, and year format. For example, 29/12/2022. |
| C | Description | Text | No | Numbers, letters, or a mix of both. The limit is 200 characters. |
| D | Nominal Code | Number | Yes | Enter a nominal code from your chart of accounts. If it's new, add it to your chart of accounts before importing journals. Enter only the number, not the name. |
| E | Details | Text | No | Details can be numbers, letters, or a mix of both. The limit is 200 characters. |
| F | Include on VAT/Tax Return? | Text | No | Enter: Yes, Y, No, N. |
| G | Debit | Number | Yes | The debit and credit amounts you enter must be less than or equal to 99999999.00. Enter only numbers. |
| H | Credit | Number | Yes | |
| I | Analysis Type 1 | Text/Num | No | When entering analysis types, ensure the code matches exactly what you have in Accounting. If it's new, add it to Accounting before importing journals. The limit is 250 characters.
Enter the analysis type code as shown in Settings > Analysis Types. |
| J | Analysis Type 2 | Text/Num | No | |
| K | Analysis Type 3 | Text/Num | No | |
| L | Exchange Rate | Number | No | Entering the exchange rate is an option for foreign currency journals. Enter only numbers. |
NOTE: Import multiple lines as a single journal
You can import a single or multiple journals from one import file.
When preparing your file,
- list all lines you want in one journal under the same reference
- Fill columns A, B, and C once, then detail each line individually in the remaining columns
- Ensure Debit and Credit amounts (columns G and H) on each journal line balance to zero
Once imported, this will create one journal with a line for each item.
We create a new journal when the data in column A is different from the previous row.
Import the journals file
- From Adjustments, Journals, select New Journal and then Import Journals.
- Select Choose File. Browse to your CSV file and then choose Open.
- Select Upload. If you encounter any file issues, fix them and then try again.
- Select OK.
If you're importing a large file, wait for the import process to finish before entering new transactions.
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