Import a batch of sales or purchase entries

If you have a file of entries from another application, you can use Quick Entry Import to add them to Accounting.

To import an entries file, you must:

  • Already have entered customers or suppliers.
  • Ensure that the file contains only sales or purchase entries. To import both, you need two separate files.
  • Ensure that the customer and supplier names in the file use the same spelling as in Accounting.
  • Save the file in comma separated value (CSV) format.
  • Ensure that the file uses the same column headings and formatting as in the quick entries CSV template file.

Step 1: Download the CSV template file

  1. Go to Sales, Quick Entries or Purchases, Quick Entries.
  2. Select New Quick Entry, Import Quick Entries.
  3. Click the hyperlink to download the template CSV file.
  4. Go to the downloads folder on your computer to find the file.

Step 2: Prepare the quick entries file

If you already have a file, compare it to the template file before importing your entries. The column headings and data format in your file must match the template.

If you don't have a file, you can add your entries to the template file. Leave the column headings as-is and then replace the sample data with your entries, using the same format.

Note:

The maximum file size you can import is 0.5MB. If your file is larger, split it into another file.

When preparing your file, use the appropriate tables 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 in the Field name column below.

Sales quick entry file format - VAT registered

Column Field name Type Notes
A* Type Text Enter Invoice or Cr Note.
B* Customer Reference Alphanumeric text Customer account reference. No more than 10 characters.

Note: The customer contact should already exist in your contacts list.
C* Date DD-MM-YYYY Transaction date
D Customer name Alphabetic Text No more than 50 characters.
E* Reference Alphanumeric text No more than 25 characters.
F* Ledger Account Numeric text No more than 8 digits.
G Details Alphanumeric text No more than 255 characters. You can enter more characters, however only the first 25 are imported.
H* Net Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
I* VAT Rate Alphabetic text Standard, Zero Rated, Lower Rate, Exempt or No VAT
J* VAT Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
K* Total Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
L Analysis Type 1 Alphanumeric text No more than 50 characters.This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name.
M Analysis Type 2 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
N Analysis Type 3 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.

Sales quick entry - Non-VAT registered

Column Field name Type Notes
A* Type Text Enter Invoice or Cr Note.
B* Customer Reference Alphanumeric text Customer account reference. No more than 10 characters.

Note: The customer contact should already exist in your contacts list.
C* Date DD-MM-YYYY Transaction date
D Customer name Alphabetic Text No more than 50 characters.
E* Reference Alphanumeric text No more than 25 characters.
F* Ledger Account Numeric text No more than 8 digits.
G Details Alphanumeric text No more than 255 characters. You can enter more characters, however only the first 25 are imported.
H* Total Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
I Analysis Type 1 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name.
J Analysis Type 2 Alphanumeric text No more than 50 characters.This should be the analysis type name you entered in Settings > Analysis Types.
K Analysis Type 3 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.

Purchase quick entry file format - VAT registered

Column Field name Type Notes
A* Type Text Enter Invoice or Cr Note.
B* Supplier Reference Alphanumeric text Supplier account reference. No more than 10 characters.

Note: The supplier contact should already exist in your contacts list.
C* Date DD-MM-YYYY Transaction date.
D Supplier Name Alphabetic Text No more than 50 characters.
E* Reference Alphanumeric text No more than 25 characters.
F* Ledger Account Numeric text No more than 8 digits.
G Details Alphanumeric text No more than 255 characters. You can enter more characters, however only the first 25 are imported.
H* Net Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
I* VAT Rate Alphabetic text Standard, Zero Rated, Lower Rate, Exempt or No VAT
J* VAT Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
K* Total Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
L Analysis Type 1 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name.
M Analysis Type 2 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
N Analysis Type 3 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.

Purchase quick entry file format - Non-VAT registered

Column Field name Type Notes
A* Type Text Enter Invoice or Cr Note
B* Supplier Reference Alphanumeric text Supplier account reference. No more than 10 characters.

Note: The supplier contact should already exist in your contacts list.
C* Date DD-MM-YYYY Transaction date
D Supplier Name Alphabetic Text No more than 50 characters.
E* Reference Alphanumeric text No more than 25 characters.
F* Ledger Account Numeric text No more than 8 digits.
G Details Alphanumeric text No more than 255 characters. You can enter more characters, however only the first 25 are imported.
H* Total Numeric text No more than 8 digits plus 2 decimal places, for example, 99999999.99
I Analysis Type 1 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types > then the relevant section. for example, a department name.
J Analysis Type 2 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.
K Analysis Type 3 Alphanumeric text No more than 50 characters. This should be the analysis type name you entered in Settings > Analysis Types.

Step 3: Import the entry file

  1. Go to Sales or Purchases and then select Quick Entries.
Note:

If you are using transaction analysis types, you must make all three types; Department, Cost Centre, and Project active in all areas, even if you're not using them all. To do this, go to Settings, Analysis Types. In the Active Areas for this Analysis Type, tick all four boxes for each type and then click Save.

  1. Select New Quick Entry, Import Quick Entries.
  2. Select Choose File. Browse to your opening balances CSV file and then click Open.
  3. Click Upload.

After importing your entries, go to Sales (or Purchases) and then Quick Entries to view your entries. You can allocate them to invoices as needed.