Import a chart of accounts file
To import a chart of accounts file, you must:
- Have a new Accounting business with no transactions or records.
- Have your chart of accounts file saved in comma separated value (CSV) format.
- Use the same column headings and formatting as in the chart of accounts CSV template file.
How it works
During the import process, the accounts in your CSV file overwrite the standard ledger accounts in Accounting.
You can update the code and name of control accounts if you include them in your import file. If you don’t include them, we create them automatically, as they are mandatory accounts.
If you'd like to learn more, you can watch a video about the chart of accounts.
Step 1: Download the CSV template file
Each CSV file contains a standard list of ledger accounts and the required columns for Nominal Code, Ledger name, Control account, and Category.
A CSV file is a special kind of excel spreadsheet.
Download the CSV file from here - Canada COA import.csv
Step 2: Prepare your import file
If you already have a list of ledger accounts exported from another system,
- Change the column headings to match the format used in the template file.
- Remove any columns in your CSV file that are not used in the template file.
- Make sure the data format used in each column matches the format used in the template file.
- Category - Each ledger account must belong to a one of the categories already set up in Accounting. You cannot used your own categories.
If you don't have your ledger accounts in CSV file already, simple amend the template file with required ledger account names and nominal codes. Make sure you use the correct Category for each one.
The maximum file size you can import is 0.5MB.
Control Accounts
These are ledger accounts that are required as they are used by default for certain transactions must be present in every ledger account list. These accounts cannot be removed but you can change the Nominal Code or Ledger Name as required.
Column headings and required formats
When preparing your file, use the table below to ensure that your file format is correct. Remember that the header row in your CSV file must use the same headings as shown below.
Column | Field Name | Rules |
---|---|---|
A | NOMINAL CODE | Up to 8 numbers, and each code must be unique. |
B | GIFI CODE | The GIFI code assigned to the account. |
C | LEDGER NAME | Max length 200 characters. |
D | CONTROL ACCOUNT |
If populated must contain a valid control account name, these ledger accounts can be updated with different numbers/names but should not be removed. Note: When BANK_CURRENT or BANK_CASH control accounts are imported in the BANK category, a bank account is created on the Banking page. |
E | CATEGORY |
Must be a valid category:
|
F | PART RECOVERABLE PERCENTAGE | Enter the percentage (a number from 0 to 100) of tax that is recoverable. |
G | NON RECOVERABLE LEDGER ACCOUNT | Enter the number of the ledger account where you want to post partially recoverable taxes. This must be an existing expense (or direct expense) ledger account. |
Step 3: Import the chart of accounts file
- Go to Settings, Business settings, Chart of accounts.
- From the New Ledger Account dri op-down arrow, select Import Accounts.
- Click the Upload Data File link.
- Browse to your CSV file and then click Open.
- Click OK.
Common errors
If your file cannot be imported, we'll tell you what the problems are and which rows are affected.
This indicates that row 1 of the CSV file contains an invalid column heading.
The column headings must read as follows:
Column A = CODE
Column B = LEDGER NAME
Column C = CONTROL ACCOUNT
Column D = CATEGORY
Column E = PART RECOVERABLE PERCENTAGE
Column F = NON RECOVERABLE LEDGER ACCOUNT
To resolve this, you must rename the column headings to match what is listed above and then try again.
This indicates there is a duplicated a code within the CSV file.
To resolve this, you must check for duplicates in the CSV file and change the code in the indicated cell to a unique code then try the import again.
This indicates the information is in another format when it should be a number. For example, if you enter text when it should be a number.
To resolve this, you must change the format in the indicated cell and try the import again.
This indicates the CSV file contains an invalid category.
The categories must be one of the following:
- BANK
- CURRENT_ASSETS
- CURRENT_LIABILITY
- DEPRECIATION
- DIRECT_EXPENSES
- EQUITY
- EXPENSES
- FIXED_ASSETS
- FUTURE_LIABILITY
- OTHER_INCOME
- REVENUE
The category you choose determines where the ledger account appears in your management reports.
To resolve this, you must use a valid category in the indicated cell and try the import again.
The percentage in the indicated cell within the file is outside of the 0 to 100 range or there are letters or symbols in the cell.
To resolve this error, clear the cell and then enter a number between 0 and 100. Do not enter letters or symbols (such as the percentage sign, %).
The ledger account number in the indicated cell does not exist in the chart of accounts. The ledger account you enter must already exist in your chart of accounts, including control accounts that may be hidden.
To resolve this error, check that the ledger account you want to use is included in your chart of accounts. You may need to make it visible if it is a control account. If it isn’t included, create the new ledger account. When done, enter the ledger account number in the cell and then try the import again.
The ledger account you entered in the indicated cell is not an Expense or Direct Expense account. Only Expense or Direct Expense accounts can be selected for posting partially recoverable tax.
To resolve this, open your chart of accounts and review the category of the ledger account. If it makes sense to do so, change the category of the selected account to Expense or Direct Expense. If not, enter the correct Expense or Direct Expense account number in the cell within your file and then try the import again.
There is no ledger account number in the indicated cell, but a number has been entered in the PART RECOVERABLE PERCENTAGE cell for the row. If you want to indicate what percentage of taxes will be partially recoverable, you must also indicate the ledger account (expense or direct expense) where you want to post them.
To resolve this, enter a number between 0 and 100 in the cell indicated in the message and then try the import again.
There is no number in the indicated cell, but a ledger account number has been entered in the NON RECOVERABLE LEDGER ACCOUNT cell for the row. If you want to post partially recoverable taxes to a ledger account, you must also indicate the percentage of taxes that will be partially recoverable.
To resolve this, enter a number between 0 and 100 in the cell indicated in the message and then try the import again.