AccountingSuite’s Data Import module allows you to import various Lists like Customers, Vendors, Items, Chart of accounts and the Journal entries. This reduces manual errors and allows a quick start in AccountingSuite.
Importing a List from Clipboard #
1. Navigate to Admin Panel → Data Import Tool.
2. Select the list you would like to import.
3. The Import window opens, showing the columns required for this list. Required columns are necessary to record an entry and vary from list to list.
4. If you would like to import additional data along with the required columns, click Edit template to add more columns and tick the additional columns. Use the arrows to change the order of the columns.
5. Fill in the table manually or copy and paste data from a spreadsheet.
6. Tick the checkbox Cells contains value to select the data from the dropdown list.
7. Red triangle is a hint in each column that provides information about the input data format.
8. Click Next after filling in the table.
9. If a required field has been left blank (as in line 3 in the image above), a system message will appear:
Click Yes to skip the line items and continue with the import.
Click No to return to editing the list.
10. The Import window will open showing the list of items to be imported.
11. If you want to merge entries with existing ones, select a column to map to and the suggested items will appear in the specified column.
12. Once the data has been imported, you will see the final list showing the status of the line items (created or skipped).
Importing a List from File #
1. Navigate to Admin Panel → Data Import Tool.
2. Select the list you would like to import.
3. The Import window opens, showing the columns required for this list. Required columns are necessary to record an entry and vary from list to list.
4. If you would like to import additional data along with the required columns, click Edit template to add more columns and tick the additional columns. Use the arrows to change the order of the columns.
5. After selecting the columns, click From file and Save the template to your computer.
6. Fill in the table and then click Import spreadsheet
7. The rest of the steps are the same as steps 8 to 12 of the Importing from Clipboard procedure.
8. Click Next after filling in the table.
9. If a required field has been left blank (as in line 3 in the image above), a system message will appear:
Click Yes to skip the line items and continue with the import.
Click No to return to editing the list.
10. The Import window will open showing the list of items to be imported.
11. If you want to merge entries with existing ones, select a column to map to and the suggested items will appear in the specified column.
12. Once the data has been imported, you will see the final list showing the status of the line items (created or skipped).
How to import lists with Data Import Tool
How to import Chart of accounts with Data Import Tool
Importing Journal Entries #
1. Navigate to Accounting → Journal Entries. Create a new Journal entry and click Import from file.
2. Fill in the table manually or copy and paste data from a spreadsheet.
3. Tick the checkbox Cells contains value to choose the data from the dropdown list.
4. To check what Extra dimensions does the selected account have, open the account.
5. Fill in the table and click Next
6. Save the Journal entry
How to import Journal entry with Data Import Tool
Notes on Import Order #
The order that you import your data is very important. Many things are dependent on other data being in the software before being imported. Here is a general order of operations when importing data.
- Import the Chart of Accounts.
- Import Lists: Payment Methods, Payment Terms, Item Categories, Units of measure sets.
- Import Customers and Vendors
- Import Locations.
- Import Items.
- Import Journal entries.
Import Journal entries for opening balance is the last step because of Extra Dimensions on Chart of Accounts which will be the catalogs imported in the previous steps. The Extra dimensions (AccountingSuite – Extra Dimensions) offered in AccountingSuite are the most common extra information required for standard accounting entries. For example, for the expense accounts the Extra dimension Expense category is offered as the most likely to meet the users expectations. If we post any services acquired, the transaction would be Dr Expense Cr AP. The AP accounts form the standard AccountingSuite Chart of Accounts have the Company as extra dimension, so this is how the Customer may be mapped to the expense.