Import journal entries

Save time by importing journals from a spreadsheet instead of entering them one by one.

To import journals, your spreadsheet must:

  • Contain only journal entries for existing ledger accounts. If necessary, create accounts in your chart of accounts before importing the file.
  • Be saved in comma separated value (CSV) format.
  • Use the same column headings and formatting as in the journals template file we provide.

Watch a video to demonstrate how to import journal entries:

Step 1: Download the CSV template file

Select the following link to download a CSV template you can use to import your data.

Downlaod CSV template file

Step 2: Prepare the CSV file

To import journals from a CSV, choose to either

  • Compare your existing CSV file to the template file before importing your journals. Make sure the column headings and data format in your file match the template.

  • Add your journals to the template file. Leave the column headings as they are and then replace the sample data with your journals, using the same format.

Tips for formatting the CSV file

  • For columns you don't need, such as analysis types or exchange rates, move these columns to the end to make it easier to enter data.

  • Use the following table to check the required format for each column. The header row in your CSV file must use the same headings as shown in the Field name column within 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, 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 You must 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

    If you enter analysis types, be sure to enter the code exactly the same as what you have in Accounting. If it's new, add it to Accounting before importing journals. The limit is 250 characters.

    Note:

    You must 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.

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.

  • Complete columns A, B, and C once, and then list the details of each individual line in the remaining columns.

  • The Debit and Credit amounts (columns G and H) for each line in the journal must match (or balance to zero).

Once imported, this will create one journal with a line for each item.

A new journal is created when the data in column A is different to the previous row.

Step 3: Import the journals file

Related topics

Working with journals