Import a batch of sales or expense 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 vendors.
  • Ensure that the file contains only sales or expenses. To import both, you need two separate files.
  • Ensure that the customer and vendor 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 Expenses, 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 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

Column Field Name Type Required Notes  
A Type Alpha Yes Select Bill or Cr Note
B Customer Reference Alphanumeric text Yes Customer account reference
C Date Numeric Yes Transaction date (MM-DD-YYYY)
D Customer Name Alphanumeric Text No Enter the customer's name as it appears on their record.
E Reference Alphanumeric text Yes Enter a reference of your choice, for example an invoice number.
F Ledger Account Alphanumeric text No Enter the ledger account you want to post the transaction amount to.
G Details Alphanumeric text No If required, enter any additional details up to a maximum of 25 characters.
H Net Numeric text Yes Enter the amount of the transaction excluding sales tax.
I Tax Rate Alphanumeric Yes Sales tax rate display name as it appears in Settings.
J Tax Numeric Yes Tax amount applied to the transaction.
K Total Numeric Yes Enter the amount of the transaction including tax.
L Analysis Type 1 Alphanumeric No Analysis types
M Analysis Type 2 Alphanumeric No Analysis types
N Analysis Type 3 Alphanumeric No Analysis types

Expense quick entry file format

Column Field Name Type Required Notes
A Type Alpha Yes Select Bill or Cr Note
B Vendor Reference Alphanumeric Yes Vendor account reference
C Date Numeric Yes Transaction date (MM-DD-YYYY)
D Business Name Alphanumeric No Enter the vendor's business name is it appears on their record.
E Reference Alphanumeric Yes Enter a reference of your choice, for example, an invoice number.
F Ledger Account Alphanumeric No Enter the ledger account you want to post the transaction amount to.
G Details Alphanumeric No If required, enter any additional details up to a maximum of 25 characters.
H Net Numeric Yes Enter the amount of the transaction including tax.
I Tax Rate Alphanumeric Yes Sales tax rate display name as it appears in Settings.
J GST Amount Numeric Yes GST tax amount applied to the transaction.
K PST Amount Numeric Yes PST tax amount applied to the transaction.
L Tax Numeric Yes Tax amount applied to the transaction.
M Total Numeric Yes Enter the amount of the transaction including tax.
N Analysis Type 1 Alphanumeric No Analysis types
O Analysis Type 2 Alphanumeric No Analysis types
P Analysis Type 3 Alphanumeric No Analysis types

Step 3: Import the entry file

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

After importing credit transactions, you can then allocate them to invoices as needed.