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Import Accounting Transactions

  • Updated

The Import Accounting Transactions tool can be used to import CSV files with accounting data that has been properly formatted. 

Import Transactions Manually

Formatting Your File for Import

Import Transactions Automatically

Import Transactions Manually

  1. Open the Accounting module.
  2. Choose the Import Accounting Transactions option from the General Ledger section of the Tools menu on the left side of the screen. This will open the Accounting Import window.

import_accounting_transactions.png

  1. Use the browse button to point the Accounting Import tool to the file you wish to import. 
  2. Click on the Import File button to import the accounting transaction.

If the tool detects that the file Is not formatted correctly it will generate an error. If you wish to delete the imported CSV file simply hit “Delete File”

import_accounting_transactions_popup.png

IMPORTANT: The debits and credits must balance for each reference number in the file.

Formatting Your File for Import

You will need to format your CSV File for the tool to import the transactions into Accounting. The formatting instructions can be found on the tool under the Instructions button. You will also find the instructions listed below:

  • The format must be a comma-separated value (.CSV) file.
  • All imported files will be copied to an Imports directory and renamed with the date and time of the import.

The list of fields are: Company Number, Journal, Reference Number, Transaction Date, Posting Month, Posting Year, Header Comment, GL Account, PC, Department, Entity Ref, Entity Number, Stock Number, Debit, Credit, Unit Count, Line Comments

  • Company Number [integer] (must be a valid company) - required
  • Journal [String] (A1-Z1) - required
  • Reference Number [string] (max 20 characters) - required
  • Transaction Date [Date] - required
  • Posting Month [Integer] (0-12) - required
  • Posting Year [Integer] (4 digit year) - required
  • Header Comment [String] (max 300 characters) - optional
  • GL Account [String] (must be a valid Account in the system) - required
  • PC [String] (must be a valid PC from GL_ProfitCenters table) - required
  • Department [String] (must be a valid Department from GL_Departments table) - required
  • Entity Ref [string] (max 20 characters) - required
  • Entity Number [string] (must be valid entity number in the system) - optional
  • Stock Number [string] (must be valid stock number in the system) - optional
  • Debit [double] - required
  • Credit [double] - required
  • Unit Count [Integer] - required (1 or 0)
  • Line Comments [String] (max 300 characters) - optional

Import Transactions Automatically

Please contact the support team if you wish to set this feature up.

The routine can be run automatically with a scheduled task by passing the parameter Auto to the program. The scheduled import will also check the file information and compare the previous import by Time, Name and Created Date to verify that the file isn't the same information. If a match occurs and the program is run automatically it will NOT import anything. If a match occurs and not run automatically it will ask the user if they would like to continue.

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